Inbox
Use the Inbox
Inbox lists every file, email part and Shopify download 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.
- Use the filter menu beside History to show one status, such as Needs mapping or Needs review. Choose All to see everything again.
- Select a source to open its review beside the list. On a phone the review replaces the list; use the back arrow (Back to history) to return.
Each row shows the file or store name, how it arrived (upload, email or shopify), its status, how many records were read and when it arrived. The list refreshes on its own every few seconds, so you don’t need to reload. Inbox shows 20 sources per page.
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. If it stays here, open it and select Retry file processing. |
| Processing | Biosphere is reading the source. | Wait. Results appear when reading finishes. |
| Needs mapping | 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 file name, arrival time, status, rows read, issues to review and a one-line next step. From there you can:
- Download the file exactly as it arrived with the Download original button.
- Choose who issued the records in From. See Choose who issued records.
- Map the rows, then review and approve the changes.
- Expand Source issues to see problems found while reading.
- Open Processing details for run history, automatic results, replay and page coverage.
Select Expand to full page for more room, and Close details to go back to the list. Each source has its own address, so a link to it opens the same review.
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.
Review pending proposals
Select Pending proposals above the list to see record-match decisions and catalog merges that someone, including Scout, has proposed and that wait for approval. 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 and open Dismiss this review at the end of the review.
- 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 the unsaved mapping draft?”
- A source stays in Inbox after it is completed or dismissed. Use the filter to hide finished work.