Inbox

Receive meetings, transmittals, RFIs, and submittals shared with you by collaborators outside your organization, and accept them into one of your projects.

The Inbox is where items shared with you by people in other organizations land. When a collaborator shares a meeting, transmittal, RFI, or submittal with your email address, you'll see it in your Inbox.

The Inbox lives under the Contract Admin module in the left sidebar, at Contract Admin > Inbox.

What's in the Inbox

Each row is one share: a single asset (meeting, transmittal, RFI, or submittal) that someone outside your organization sent to you. Rows show:

• Type: what kind of asset it is.

• Message: the sender's optional note.

• Received: the date the share was created.

Click a row to open the share detail dialog with the full message and sender info.

The Inbox has three tabs: Pending, Accepted, and Declined.

Accepting a share

1. Open Contract Admin > Inbox, click the share you want to accept.

2. Pick a target project in your organization from the project picker.

3. Click Accept.

When you accept a share:

• A copy of the asset's key details (title, number, status, summary text) is created in the project you picked. The copy is yours; the sender can't revoke it after accept.

• Attachments and source documents are not copied yet; ask the sender to transmit files directly if you need them.

• The share moves from Pending to Accepted.

After accept, the new asset opens in your project. Treat it like any other asset in that project: edit the body, add comments, file follow-up emails, generate reports.

Declining a share

If a share isn't relevant (wrong project, sent in error, already have a copy), click Decline in the share detail dialog. The share moves to Declined and the sender is notified.

Declining is reversible only by the sender (who would need to send a new share); your decline doesn't delete the original asset in their organization.

Pre-accept preview

Some shares include a tokenized preview link in the notification email. Anyone with the link can read a sanitized version of the asset before signing in. Useful for forwarding to a colleague to confirm relevance.

The preview is read-only. Accepting, declining, or commenting always requires you to sign in.

The sender controls the preview:

• Sender can disable the preview entirely (the email arrives with no preview link; you must sign in to see anything).

• Sender picks an expiry: 24 hours, 7 days (default), 30 days, 90 days, or none.

• Sender can revoke a pending share, which immediately invalidates the preview link.

What "good" looks like

• Pending shares appear within seconds of the sender clicking Share.

• After Accept, the new asset opens directly in your chosen project.

Troubleshooting

Symptom: I got an email saying "X shared a meeting with you" but my Inbox is empty. Likely cause: You signed in as a different user. The share is bound to the email address it was sent to. Fix: Check the email's "to" header matches the address you're signed in as. Sign in to the matching account.

Symptom: The preview link in the email shows "Preview not available." Likely cause: The sender revoked the share, the preview expired, or the sender chose Require sign-in to view. Fix: Sign in to Cogram and check your Inbox. Pending shares appear there even if the preview link is invalid.

Symptom: I can't find the project I want to accept into. Likely cause: You're not a member of that project, or it's archived. Fix: Ask the project owner to add you as a member. The project picker only lists active projects you can write to.

Symptom: I accepted a share but don't see the new asset in my project. Fix: Refresh the project page. If it still doesn't appear, contact support.

Notes for AI-generated content

Shared meetings, RFIs, and transmittals may contain AI-generated summaries, action items, or extracted data. Before relying on accepted content for contractual, scheduling, or technical decisions, verify:

• Names, dates, and attendees.

• Action items and decisions.

• Technical values and units.

• Contractual language.