Every company in your account has its own receiving address and drop link, and whatever comes through them belongs to that company from the start. Document sorting is for companies that belong together, such as the businesses of one owner: put them in a group, and the group gets one address and one drop link of its own. Caribooks places each document sent there into the right company of the group, and never into a company outside it.
Nothing is sorted until you make a group. An account with one company has nothing to sort, and the page does not show.
Who sets it up
Settings → Document sorting is open to the account owner and to staff at Write, on an account with two or more companies. Clients of the account do not see it.
Making a group
- Open Settings → Document sorting.
- Under New group, give it a Name. The name goes into the group's address, so pick one you will recognize in a list.
- Tick its Companies. With more than eight, Find a company narrows the list. A company already in another group is greyed out with the name of its group: a company belongs to one group at most, so a document can never be sorted from one group into another.
- Press Create the group.
The group's address looks like caribooks-dupont-holdings-k3m9x2@in.caribooks.com.
Sending documents to a group
Open Documents with All companies picked in the Company list. Each group you can use shows as an orange card, "name · sorted among its companies", with the companies it sorts among. Drop files on the card, or use Copy email address and Copy drop link to hand the group's box to someone else. Gmail forwarding to a group's address is confirmed the same way as a company's: see Receiving addresses and drop links.
The card shows only to the people who reach every company of the group: the owner, staff, and a client given all of them. Anyone else sees their own company's box, and with All companies picked the page has no drop zone for them. A group's drop page names no company.
How a document is placed
A document sent to the group is checked against your routing rules, then against each company's name, address and tax numbers in QuickBooks, then by an AI reading, all among the group's companies alone. One that none of these settles stays unsorted and waits for you on the Documents page, where you pick its company (see The document box). Unsorted files show to the owner and staff only, since they could belong to any company of the group.
What a group accepts
Sorting can be wrong. The page says so beside every group: "A document sent to this group can land in the wrong one of its companies, and the people on that company would see it." That is the trade a group makes, and it is why groups are for companies that belong together.
Access does not change when you make a group. The people on a company see what lands in it, a misfiled document included, until someone moves it. If some people reach only part of the companies you tick, the page names them under the warning as you tick, so you decide knowing who they are before you save.
A company in no group is never sorted into. Documents reach it only through its own address and drop link, a mailbox or a vendor portal set up for it, or someone choosing it.
Changing or deleting a group
- Change the Name or the ticked Companies, then press Save. A company you untick keeps the documents already placed in it; new documents sent to the group no longer go there.
- A group left with one company keeps working: everything sent to it goes to that company.
- Delete the group frees its companies. Its address and drop link stop taking documents at once, and anyone who emails the old address gets a reply, in French and English, that it no longer takes documents and to ask whoever gave them that address for the right one. Documents already sorted stay where they are; the group's unsorted files wait for someone to choose their company.
To give a group a new address or drop link, use Replace address or Replace link on its card, as for a company.
Ask your assistant
- "List the documents that came in today, with their company."
- "Which documents in my box are not sorted yet?"