You have built the setup. This chapter is about getting answers out of it — which is mostly about decisions you already made, two chapters ago, without knowing it.
Before this chapter
The Dashboard has its own chapter — see The Dashboard. This one is about the other half of finding things: the list, its filters, and the advanced search, which finds a case by the value of a field.
The dossier list
Dossiers in the left menu. Two views:
- List — a table, sortable, with columns for state, priority, confidentiality, SLA, assignee, owner and progress.
- Kanban — the same cases as cards in columns by stage. Better for a standup, worse for finding one specific case.
Switch between them with the toggle at the top right. The choice is per person, not per organisation.
Filters
Down the side: state, stage, process, area, priority, assignee, and, in the Advanced search, the fields of the process you choose.
That last one is the point of this chapter.
Addenda
Addenda are in the same list as the Dossiers, each shown after its matrix's number: 123/620. In the search panel's Scope section, Dossier type narrows the list to Base dossiers only or Addenda only; the default is All. Searching 123 finds the Dossier and its addenda; 620 or 123/620 finds the addendum. Chapter Working a Dossier explains what an addendum is.
People, files, and the third view
Two sections of the search panel are about who and what, not about the process:
- People — the reporter (who created the dossier), the responsible (who it is assigned to) and the employee a per-employee document is about. Pick one or several of each; the dossier must match all of them.
- Attachments — the review outcome of a file (to review, approved, rejected) and its reviewer. For a file already decided, the reviewer is the person who decided it. For a file still to be reviewed, the reviewer is whoever is expected to decide it: the dossier's approvers. So "reviewer Isabella, to review" lists what is waiting for her.
Neither needs a process chosen first, and both survive changing the process.
Then the third button next to List and Kanban: Attachments. It answers the same search one level down — one row per file instead of one per dossier — with the file, its document, its dossier number, the employee it concerns, the reporter and responsible, and the review outcome with the reason when it was rejected. Every row opens its dossier.
Use it for the question the dossier list cannot answer directly: "the rejected files reported by Thassia for the timesheet process between February and May, for Alan". The dossier list would tell you which dossiers contain such a file and leave you to open each one; the attachment view lists the files.
Two things to know about it:
- The filter is the same. Whatever you set above — dates, process, fields, people — applies. The view only changes what a row is. When the filter names a document, only that document's files are rows; when it names an employee, only that employee's files are.
- Access is the same. A file is listed only if you could open its dossier. There is no combination of conditions that shows a file you could not otherwise reach.
Finding a case by the value of a field
There is nothing to switch on, field by field, to find it later. Every field of a process can be filtered on, except those of a time or a duration and the sensitive ones, and every field that is not sensitive reaches the Genius. The one switch a field has is sensitive, and it is on the process's Genius step, under Sensitive fields: a field marked there is left out of the filters and never reaches the AI.
Somebody arrives holding a policy number:
- Open the Advanced search on the dossier list.
- On the Area and Process step, choose the process. The dossier's fields appear right below.
- Add the condition: Policy number is equal to AP-2026-17.
The fields of a document and of its files are on the Documents step, with the same process chosen.
Pick the operator by the field's type. On a choice field, such as the claim type, you pick the values. On a date, a range. On free text, contains finds a word where is equal to would find nothing.
What the search box reads
The box at the top of the list, Search by number or process…, reads three things: the dossier's number (123 finds the Dossier and its addenda), an addendum's (123/620) and the process's name. It does not read the values of fields or the contents of documents.
- A field's value is found in the Advanced search, as in the previous section.
- In the Attachments view, the same box also reads the file's name and the name of the document it is in.
- What a document says is a question for the Genius, which reads the contents of processed documents.
A document with Do not process with AI on is stored but not read, so the Genius does not know what it says. That is a reasonable choice for a signed contract nobody will ask questions about, and the wrong one for a report somebody will.
When to use search and when to ask Genius
They are different tools and the distinction is useful:
- Search answers where is it? — you know what you are looking for and need to get to it.
- Genius answers what does it say? — you have a question and do not know which document holds the answer.
If you find people asking Genius for the case that has a given policy number, show them the Advanced search: it answers faster, and with every case that has it.
What you should have now
- A dashboard with at least one populated panel.
- A case found in the Advanced search by the value of a field somebody brought you.
- The fields that must never reach the AI marked under Sensitive fields, on each process's Genius step.