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Everything in RecordEngine is organised around contacts and folders. A contact represents any entity whose documents you’re managing — a client, vendor, partner, or internal department. Folders live inside contacts and hold the actual documents. RecordEngine contacts list

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Contacts

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Creating a Contact

  1. Click Contacts in the left sidebar
  2. Click + New Contact
  3. Fill in the details:
FieldDescription
NameThe contact’s display name — company name or person’s name
TypeClient, Vendor, Partner, Internal, or Other
EmailPrimary contact email — stored for reference and email follow-up
PhoneOptional
CompanyIf the contact is a person, link them to a company
NotesFree-text notes about this contact
  1. Click Save
Two folders are created automatically: Documents and Review. New contact form

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Contact Hierarchy (Parent / Child)

Contacts can be nested — for example, a parent company with multiple subsidiaries, or an individual person linked to their employer. To create a child contact:
  1. Open the parent contact
  2. Click + Add Sub-Contact
  3. Fill in the sub-contact details and save
The parent-child relationship is visible in the contact list and helps keep related entities grouped together.

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Setting a Default Extraction Profile

Every contact can have a default extraction profile — the profile used automatically for all documents uploaded to that contact, without needing to select it manually on each upload.
  1. Open the contact
  2. Click Edit
  3. Set Default Extraction Profile to the appropriate profile (e.g. Standard Invoice for a vendor, Meeting Notes for an internal team)
  4. Save
This is especially useful when combined with Email Intake — documents that arrive by email are automatically processed with the right profile for that contact.

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Per-Contact AI Chat Instructions

You can give the AI standing instructions for each contact that apply every time you use AI Chat in that contact’s folders:
  1. Open the contact → Edit
  2. Fill in AI Chat Instructions — for example:
    • “This vendor always invoices in USD. Treat all amounts as USD if currency is not stated.”
    • “Respond in Chinese. This client’s documents are all in Simplified Chinese.”
    • “Focus on action items and deadlines when summarising meeting notes.”
  3. Save

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Contact Statistics

The contact detail view shows live statistics: total documents, documents by status, and total invoice value (if using an invoice extraction profile). These update automatically as documents are processed.

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Editing and Deleting Contacts

  • Edit: Open the contact → click Edit → make changes → Save
  • Delete: Open the contact → click Delete. Contacts with documents cannot be deleted until the documents are moved or removed first.

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Folders

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How Folders Work

Every contact starts with two automatic folders:
  • Documents — the main working folder for all incoming documents
  • Review — a staging folder for documents that need special attention before being filed
You can create as many additional folders as you need. Folder structure under a contact

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Creating a Folder

  1. Open a contact
  2. Click + New Folder
  3. Enter a folder name — for example Q1 2025 Invoices, Contracts, or Approved
  4. Save
Folders can be created at any depth — a folder can contain other folders if needed.

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Moving Documents Between Folders

Documents can be moved to any folder at any time (unless the document is Approved and locked):
  1. Open the document
  2. In the right panel, use the Move to Folder action
  3. Select the destination contact and folder
  4. Confirm
You can also move documents in bulk using Batch Operations.

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Deleting a Folder

  1. Open the contact
  2. Open the folder you want to delete
  3. Click Delete Folder
A folder must be empty before it can be deleted. Move or delete all documents in the folder first.

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Organising for Scale

Here are some folder naming patterns that work well as document volumes grow: 
Client Name/
├── 2025-Q1 Invoices
├── 2025-Q2 Invoices
├── 2025 Contracts
└── Review

Client Name/
├── Contracts
├── Court Documents
├── Correspondence
├── Invoices
└── Review

Vendor Name/
├── Incoming
├── Approved
├── Exported to ERP
└── Archived

Business Unit/
├── Project Alpha
│   ├── Invoices
│   └── Contracts
├── Project Beta
└── General
Use the Rules Engine to move documents between folders automatically based on extracted content — for example, automatically move all documents where vendor = "Acme" to the Acme contact’s folder. See Rules Engine for details.