Glossary
Find the terms you’ll see when creating custom lists, extracting data, sharing views and assigning follow-up in Polytrace.
Connected inbox
- Source
- Finance mailbox
- Record
- Invoice email
Saved invoice list
- Inbox
- Finance mailbox
- Emails
- Matching invoice messages
Share the chosen invoice details with the people who need them.
Glossary groups
- Emails, files and connected accounts
- 8 terms.
- Saved groups, data and shared views
- 14 terms.
- Review, access and history
- 7 terms.
Emails, files and connected accounts
Terms for connected sources and the captured material.
Source
An account, folder, archive, calendar feed or selected website that supplies emails and other material to Polytrace. Choose who can read the information from each source.
Source record
An email, attachment, file, calendar event or web page captured in Polytrace. You can group, review or share information from it while keeping the original unchanged.
Attachment
A file that arrived with a message or alongside another source record.
Mailbox export
Earlier email imported from an MBOX, PST or zipped Maildir archive. Connect an active account separately when you also need later messages.
Hosted intake address
A Polytrace-hosted email address that receives messages for a configured intake workflow.
Shared-drive file
A document captured from a shared folder or drive. It can be selected alongside related messages or updates.
Monitored webpage
A permitted web page captured at the addresses and times you choose, with available versions for comparison.
Record history
Available captured versions and their source references. Changes to reviewed working values have separate history.
Saved groups, data and shared views
Terms for selecting material, defining values, and publishing outputs.
Collection
A saved group you can use again, such as supplier emails across inboxes, documents for review or a table of extracted data. Choose matching criteria or individual items. Each group contains one type of data; email and file groups stay separate, and existing source access still applies.
Schema
The fields you want to extract, such as supplier, order reference, amount and date, plus the emails or files and methods used to fill them. Different supplier formats can produce the same columns for comparison.
Extract
Data extracted from an email or document into the chosen fields, with available supporting references. Review or correct the values without changing the original.
Attribute
A custom value added to a record, extract or entity, such as a category, priority score or standardized value. Choose how it is generated, with optional AI classification and summaries for source items such as emails and documents.
Tracked item (Entity)
A supplier, contract or other item whose current details combine extracted updates. Choose how updates match the item and which information supplies each field, with the contributing documents available for review.
Alert
A check that finds matching data, changes or approaching dates for review. Choose conditions and notification settings, using a checked date field for deadline alerts.
Publication
A shared view or delivery of selected emails, documents or data. Choose the audience, fields, original files, update mode and format.
Shared link
A browser view for selected information, with audience, password, expiry and download settings chosen for its recipients.
Digest
A scheduled summary emailed to selected active members of your organization.
API output
Selected data another application can read through an API using credentials scoped to that view.
Webhook
An update delivered to an application endpoint on a schedule or when a chosen condition matches, with recorded delivery attempts and retries.
Publication policy
A sharing rule that removes, masks or otherwise changes supported fields, text or metadata for a recipient. Original files stay intact and have separate download controls.
AI context
Selected information a compatible AI assistant can read through MCP or REST. Choose fields, supporting documents, masking and retrieval limits for the connection.
Follow-up
A question or action assigned to an owner, with an optional due date, status and recorded outcome. Create it yourself or let a configured alert create it.
Review, access and history
Terms for review, access, and output control.
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
A setting for who can read information or perform an action. Members have access to chosen connected sources, while each shared view has separate recipient settings.
Redaction
Masking, omitting, or replacing supported output values or text. Original binary files are unchanged and have separate access controls.
Data minimization
Choosing only the information needed for a task or audience. Limiting a shared view leaves the original email or document intact.
Lineage
References connecting a value to the original email or document and the processing that produced it.
Audit trail
A history of important actions, access events, and changes that helps teams answer review questions later.
Retention rule
A setting for how long particular material remains available. Publication output retention covers eligible superseded outputs; it is separate from source and storage retention.
Read a workflow or guide next
See how custom email lists, extracted tables, shared views and follow-up help with a recurring task.