The Smart Inbox is a dedicated workspace within Monograph where emails you forward are automatically processed to extract project information. This can include bills, expenses, project notes, deliverables, and other key documents. Rather than copying, pasting, and manually organizing this data, the Smart Inbox helps automate these steps, reducing friction and saving time.

When there are items to review in the Smart Inbox, team members will be directed to the Smart Inbox instead of the Dashboard upon logging in.

🚨 Admins and users with "View all projects" or "View assigned projects" can access the Smart Inbox to act on items that need to be reviewed.

Admins can see all inbox messages, while non-admins only see items they personally forwarded.

Each organization in Monograph has a single, dedicated Smart Inbox email address, which can be copied from the upper-right corner of the Smart Inbox. Simply forward your project-related emails to this address to start the processing workflow. Emails that contain attachments up to 35MB per email, including PDFs, receipts, and invoices, are supported. Any message included in the body of the email can also be added to the project as a note.

When an email is received, Monograph uses advanced AI to extract key details from attachments (e.g., PDF invoices, bills) and email body content. This information is then converted into actionable items like project notes, expenses, or deliverables.

After forwarding an email, you'll receive an email notification to confirm if Monograph was able to process the email and extract any action items. If any action items were extracted, they will be listed in the body of the email.

Alternatively, if the attachment was extracted but couldn't be converted into an action item, you'll receive an email prompting you to visit the Smart Inbox for further review. If nothing could be extracted, the email will let you know that the email couldn't be processed and to add more details and try again.

Items sent to the Smart Inbox are not automatically added to your projects. Instead, they remain in the inbox's Pending review tab until they are reviewed and an appropriate action is selected.

After reviewing, you can choose to add the item to a project workflow using the relevant action button, or dismiss it by clicking the "X". If an attachment doesn’t match the required file type for a specific action, or if the team member doesn't have the necessary permissions to use the action, that option will not be available.

Selecting an action item will prompt the applicable workflow based on the chosen action.

When Monograph is unable to determine the action item that should be available for an attachment, the Select Item option will appear. This will allow you to manually follow the applicable workflow for the item.

The Completed tab displays any emails and their associated action items that have been marked as complete. A message is considered “completed” once all action items have either been completed or dismissed.

Items older than 30 days will automatically expire and be marked as Expired instead of Dismissed. If an expired item still needs to be reviewed, it must be re-sent to the inbox.

The following workflow is currently only available from the Smart Inbox page specifically.

To add a note and/or a document to a project by including a message in the email sent to the Smart Inbox. After the email is received in Monograph, click on the Add button for the Project note/document action item. This will allow you to upload the document to the project along with a note.

When using this action item, you'll first select the Project or Overhead category that the note should be associated with. Then, use the Note field to add any additional information and use the toggle to select the attachment. Click Add once finished.

Project notes and documents will be accessible from the project's Details page.

No, we will take care of pulling the right information from the PDF. If you want to include helpful details or a note, that can be done by including your message in the forwarded email.

Monograph’s AI scans the contents of each forwarded email to identify the most relevant data, including attachments and any notes included in the message. This helps determine whether to create a bill, expense, project note, or other item.

If something is misclassified, the person reviewing the item in the Smart Inbox can make edits before finalizing it.

No, items are held in the Smart Inbox for review before being added to projects, ensuring you have full control over the data.

You can access the Smart Inbox from the home screen. If you have items awaiting review, this will be the default tab when you first log in.

Admins can see and act on all items within the Smart Inbox. Non-admins can only access the items they personally forwarded.

The maximum size for emails, including attachments, is 35MB.

At this time, once an item is dismissed, it can't be retrieved. You will instead need to resubmit the item by sending a new email to the smart inbox.

Anyone in the firm can dismiss items in the Smart Inbox that they are able to view based on their permissions.

Items older than 30 days will automatically expire and be marked as Expired instead of Dismissed. If an expired item still needs to be reviewed, it must be re-sent to the inbox.