Use the Inbox
Inbox lists every arrival from integrations, APIs, files, email and documents that has arrived, with where each one stands. Use it to find what needs mapping or review, and to work through it.
Find what needs attention
- Open Inbox.
- Choose Needs attention for open work or History for every arrival. In History, choose Filter, then Status to narrow the list. Remove the Status filter to see all statuses again.
- Select a source to open its review workspace. Use the back arrow (Back to Inbox) to return to the list.
Each row shows the arrival name, one status and its arrival time. History includes the full date. Open Details, then Processing details for the delivery channel, record count and full timestamp. The list refreshes on its own every few seconds, so you don’t need to reload. The list fills the available height and loads more arrivals as you scroll.
Understand each status
| Status | What it means | What to do |
|---|---|---|
| Uploading | The upload hasn’t finished. | Keep the file available. Retry it from the upload area if needed. |
| Scanning | Biosphere is checking the file. No records have changed. | Wait. Open Background jobs to inspect progress and attempts. |
| Processing | Biosphere is reading the source. | Wait. Results appear when reading finishes. |
| Needs setup | Rows were read, but nothing says what they mean yet. | Choose who issued it and map it. See Map a source. |
| Needs review | A mapping is chosen and changes are waiting. | Review and approve. See Review and approve changes. |
| Completed | Review is finished. | Nothing. The original and decisions stay available. |
| Failed | Reading stopped, or the file was refused. | Open it for the reason and recovery. See Fix import problems. |
| Unsupported | The original is kept, but Biosphere can’t read this format. | Download it, or upload it in a supported format. |
| Dismissed | Someone dismissed the review with a reason. | Reopen it to continue. |
Open a source
The review starts with the arrival name, time and Understand → Match → Review steps. Scout | Manual chooses how you edit decisions without changing the selected step. Scout shows its plan, progress, questions and any preparation failure. Manual shows the field cards; it never shows Scout’s failure or retry. Match and Review show the same records and actions in either mode. When nothing needs a decision, the review opens on the confirmation summary. Recognized arrivals with automatic processing enabled go straight to History, where you can inspect what changed and open the resulting records. From there you can:
- Open Import options and choose Download original for the retained original.
- Check its source. Trusted attribution is already filled. Otherwise confirm the suggestion, choose another source, or leave this one-off import unassigned. A layout never identifies who sent it. See Choose who issued records.
- Map the rows, then review and approve the changes.
- Open Details, then Source issues to see problems found while reading.
- Open Details, then Processing details for run history, automatic results, replay and page coverage.
Use Back to Inbox to return to the list. Each source has its own address, so a link opens the same review.
Read a source revision
When a source supplies its own version, Processing details shows Source stream and Source revision. These values describe the version that arrived. Replaying retained records keeps that same version; it does not check the source again.
Add files from the Inbox
Under the list, drop files on Drop files here or choose files, or select it to pick files. Your business email address is shown below it. One file opens straight away. Several files each get their own row. See Upload files.
An uploaded email opens its retained original. Message and attachments links to the message and each attachment, including after processing or reloading the page.
Approving a known source’s reviewed layout and overrides enables automatic processing after validation. Use Change beside the future-arrivals statement to require review each time in Sources. New versions keep that choice. An unassigned arrival cannot enable automatic imports.
Review record matches
The matches-to-review link above Needs attention opens the shared source-record table. Catalog merges keep a separate human review. See Match imported records to existing ones.
Dismiss a review
Dismiss a source that needs no further work, such as a duplicate or a test file.
- Open the source, then choose Dismiss this review in Import options.
- In Review decision reason, say why, such as “Duplicate of yesterday’s price list”.
- Select Dismiss with reason.
Dismissing keeps the original, the rows and anything already approved. Background processing never undoes a dismissal. Only a source that has been read can be dismissed; one still uploading, scanning or processing can’t.
Reopen a dismissed review
- Open the dismissed source.
- Enter a Review decision reason.
- Select Reopen review.
The source goes back to review. Nothing is downloaded or read again.
What to know
- Opening a source never downloads, reads or changes it again.
- If you leave a mapping you haven’t saved, Biosphere asks “Discard these unsaved field choices?”
- A source stays in Inbox after it is completed or dismissed. Use the filter to hide finished work.
Scout preparation appears as queued, preparing, ready for review or needing attention. Open the arrival to read or edit its plan, or inspect its background job.
Follow a source
Open the source link from an Inbox row or arrival header to see its Activity, Mappings, Records and Settings. Activity includes failed and automatic arrivals, unchanged records and links to the results. Upload data there uses that source, so the review does not ask who sent it again.