Intake in Irys One
How requests are sorted
Everything that arrives becomes an item. This page covers what an item is, how it moves, and how it leaves.
Items
One email plus its attachments is one item and one row. The row expands in place rather than opening a page of its own. Each item carries a reference in the form IN-4192.
Documents inside an item are accounted for individually, so you can see which ones were read in full and which were kept without anything being pulled from them. Keeping a document without parsing it is a legitimate outcome, not a failure: a tax form that arrived alongside an agreement is kept, not mined.
Statuses
Five steps plus one for noise. You can rename them to match how your team talks. You cannot add a seventh.
| Status | What it means |
|---|---|
| New | Arrived, read and routed. Safe to sit. |
| Needs review | The only status a person is required to clear. This is the queue. |
| Triaged | A human looked and decided. Most items live here longest. |
| Handed off | It went somewhere, and the row says where and links to it. |
| Closed | Finished. |
| Dismissed | Noise. Off the register, never off the record. |
Dismissed is a two-step track rather than a sixth step on the main path: an item goes straight from New to Dismissed. Keeping noise visible but out of the way is what stops it reaching Matters.
Close and Dismiss are different endings. Use Close when the work on an item is finished, and Dismiss when it was never work. Both move the item to Done and dismissed, and Reopen brings either kind back to the register.
Renaming happens on one screen, under Words for each step. Six canonical statuses, six labels you choose, no seventh row to fill in. The shape underneath does not move.
Needs review is the one name for this status. Earlier material that calls it Needs a look is out of date. The rail badge, the roll-up tile and the view filter all count the same population, so the number reads the same in all three places. The badge is absent at zero rather than showing a zero.
Confidence is routing, not decoration
Rows show the decision, not a score. An item either matched on its own or was sent for a look. A percentage next to a row invites a judgement nobody can act on, so the register does not carry one.
The item card explains the call in reasons rather than numbers. For an agreement recognised as an NDA, for example, it will say that both parties are named as discloser and recipient, which one-way agreements never do, and that the shape matches agreements of that kind Irys has already read for your firm.
Routing thresholds are a setting. The firm default is 80%, inherited by every process, and any process can override it in either direction. A process where a mistake costs a deadline, such as service of process, is set higher. A broad request queue is set lower. When you change one, Intake tells you what it would have meant in real numbers, in the form of how many of the last batch would have routed on their own.
Teams that tune thresholds can turn on a setting that shows the underlying numbers on the row and card. It is off by default.
When Irys cannot tell
Unknown is a proper state with its own words. The item says that Irys could not tell what it is, never blank and never a code. The card then offers:
- The two closest guesses, each as a one-click answer.
- Something else, to pick any process yourself.
- Ask Irys what this is, which takes it to Workbench for a suggestion. Workbench suggests, a person accepts. It never sets the process itself.
- Assign it to someone to decide.
- Dismiss it as not work.
The register
One grid. Everything else is a filter over it, never a second page with its own state.
| Column | What it shows |
|---|---|
| What it is | The process that caught it, with the routing outcome underneath. A multi-document item carries a badge saying so, for example an email plus three files. |
| Who it is about | The party the item concerns. |
| Received | When it arrived. Sortable. |
| What is due | One date, defined by the process. |
| What is next | The status chip, with the person on it underneath. An item nobody has taken reads as Nobody yet. |
Pick a single process and its own facts become the columns. On vendor agreements, for example, the columns become the term end, whether it renews itself, the notice period and the liability cap.
Where an item came from is not a column. It lives on the item card, and once you have two or more sources connected a small source icon appears on the row.
The views across the top are filters over the same data: Everything, Yours, Needs review, Moving, and Done and dismissed, each combinable with a received window of any time, today, 7 days or 30 days.
The surface grows with your setup rather than switching modes. A solo user with nothing connected sees a drop zone and a list, with no tiles, no source strip and no confidence language. Connect a source and the source strip, the first tile and the process picker appear. Add a second person and names and the Yours filter appear. The first item that falls below threshold is what brings the Needs review filter and its tile into view.
The item card
Open any row and the card shows three columns.
| Column | What it holds |
|---|---|
| Where it came from | Sender, address, time, where the documents sit in the Library, each document with its page count and read state, and the covering email in full |
| What Irys pulled out | The item map and, under it, the fact table |
| Where it stands | The status track with the current step lit, who is on it, and the history, newest last |
The covering email
It is shown in full because it is often the only place the actual ask appears.
The item map and the fact table
- The map draws the people, companies, terms and obligations inside the item, and the lines between them.
- Every fact row carries a citation chip. A fact without one cannot exist here.
- Click any fact, or anything on the map, to open the Sources & Citations panel, then the document drawer, then the stored page and the quote. It is the same panel and the same habit as checking an answer in a conversation.
- An empty field means not found, not not there. Irys does not put a fact on the register that it could not trace back to words in a document, so there is no greyed-out, low-trust state to interpret.
The citation is where a reading came from, not a judgement that the reading is right for what you are deciding. Open the source and read it before you rely on it.
Who is on it
- Changing who is on an item is a link, not a modal.
- Anyone can pick up an item nobody has taken.
- Automatic actions in the history are labelled as automatic.
Five ways out
Nothing hands off silently. Every hand-off shows you a panel of what is about to happen before the step that cannot be taken back. A hand-off moves the work, never the decision.
| Way out | What it does |
|---|---|
| Assign | Puts a person on it. The row and the history both say so. |
| Make it a matter | Carries the item, its documents and its facts into a new matter, with a link back under the chip. |
| Send to Sign | Creates a package in Requested, with documents role-labelled and signers pre-filled from the facts. Nothing is sent until a person sends it. |
| Open in Workbench | Opens the documents and the facts already pulled, with starting prompts suited to the process. Nothing is re-read: it is the same reading the register used, and answers carry the same citations. |
| Refer to outside counsel | Sends the referral to the firm you name, with one line of scope and access that expires. History records who it went to and what the scope was. |
Referring sends an email. You enter the firm's address, one line saying what you are asking them to look at, and how many days their access lasts, 14 by default. Clicking Send delivers it and writes the address and the scope into the item's history. The outside firm does not need an Irys account of their own: they work the matter and report back.
The item stays on the register either way, so a referral being sent does not mean the work is done. It is the one exit that is never a bulk action.
The three actions you can take on several rows at once are assign, say what these are, and dismiss.
Promoting an item to a matter redraws its map in place. The things from the item stay where they are and the rest of the matter fades in pale around them, with a line saying the item's facts went in first and a link through to the matter's own map.