Records and source material
7 terms.
Resources
Glossary
Plain-language definitions for the terms you will see across the site, in demos, and in rollout discussions.
Coverage
Glossary groups
Working sets and outputs
12 terms.
Review and control
7 terms.
01
Records and source material
These terms describe the raw material that teams bring into scope before they search it, organize it, or share it.
Source record
The original item Polytrace captures and keeps available, such as an email, attachment, file, calendar entry, or captured webpage.
Attachment
A file that arrived with a message or alongside another source record and still matters to the workflow.
Mailbox export
A historical mailbox file brought into Polytrace so teams can search older messages and preserve context after a handoff, offboarding event, or investigation.
Hosted intake address
An email address used to receive requests, notices, or third-party messages into a controlled workflow.
Shared-drive file
A document stored in a shared folder or drive that belongs in the same working record as related messages or updates.
Monitored webpage
A page or portal Polytrace checks for updates so the team can track changes without manual spot checks.
Record history
The trail of source material and updates that explains how a case, account, contract, or issue changed over time.
02
Working sets and outputs
These terms describe the ways teams turn source material into something easier to work with, review, monitor, or share.
Collection
A reusable set of records, extracts, or tracked items that helps a team return to the same working scope without rebuilding a search each time.
Extract
Structured values pulled from source material, such as party names, dates, statuses, amounts, or obligations, with evidence that shows where the values came from.
Derived field
A useful field Polytrace adds from existing record or extract content, such as priority, category, short summary, or normalized status.
Grouped record set
Related messages, files, and updates gathered around the same account, contract, project, case, or issue.
Tracked item
A vendor, contract, account, case, or other item where the team needs one latest row while keeping the history available for review.
Alert
A notification or signal that something important changed in a source record, a monitored website, or a tracked working view.
Shared output
A tightly scoped result published for another audience so they can see what they need without receiving the whole working set.
Shared link
A browser-accessible shared output with audience limits, expiry, and access controls.
Digest
A periodic summary sent to an audience that needs updates in a simpler format.
API output
A controlled way for another system to read approved records or working data.
Webhook
A real-time delivery method that sends a selected event or output to another system when a rule is met.
Sharing policy
A rule that cleans or limits output before it is shared, such as field masking, text scrubbing, or attachment cleanup.
03
Review and control
These terms describe how teams keep useful information available while still limiting risk.
Review step
A point in the workflow where a person checks or corrects important values before the result is shared or acted on.
Access rule
The rule that determines who can open the source record, who can use a working view, and who can publish or receive an output.
Redaction
Hiding selected detail before sharing so another audience can see what they need without seeing everything.
Data minimization
Sharing or storing only the information needed for the job at hand, rather than the whole record by default.
Lineage
The trace that shows where a value, status, or conclusion came from in the underlying source material.
Audit trail
A history of important actions, access events, and changes that helps teams answer review questions later.
Retention rule
The rule that defines how long source material or outputs should be kept.
Related pages
Go deeper from here
Use the closest product, workflow, or security page to continue the evaluation.
FAQ
Move from definitions into practical answers about fit, rollout, and security.
Open pageUse-case library
See how these terms show up in real workflows instead of only in a glossary.
Open pageProduct overview
See how source records become working data, monitored changes, and controlled outputs.
Open pageSecurity overview
Read the trust and control topics that connect to access, redaction, and audit trails.
Open pageNext step
Read a workflow or guide next
Definitions make more sense once you see them inside a real process such as shared inbox triage, obligation tracking, or mailbox continuity.