From incoming material to a clear decision.

Get to your first useful item

1. In Editorial memory, an administrator describes your publication, audience, beats, and exclusions. These guide relevance; your team can refine them after trying a real item.
2. Open Capture and paste a release, submit a public URL, upload a supported document, or enter a manual tip. The original material is saved before processing.
3. Open the item in the Desk. Compare the extracted facts and evidence with the original source, inspect the score, and make a decision.

Paste and manual entry need no connector. In Sources, RSS can bring in new feed entries on scheduled polls. Email intake uses your workspace alias when its inbound provider is configured. Website, social, and other source records organize material; they do not automatically monitor those channels.

Review the evidence, then decide

The score is a prioritization aid. Its explanation shows how the item fits your editorial policy, timing, source, and available assets. Extraction confidence describes model certainty; the source evidence lets you judge whether a claim is supported.

Open the original signal or evidence to verify a fact. Correct inaccurate metadata with an editorial reason and use the useful/not useful feedback controls when appropriate. Corrections and feedback remain attributable to the editor and extraction run.

Mark material for review while it needs work, ready when it can be handed off, ignored when it is not useful, or archived when you are done. Notes and assignment help teammates coordinate. Search, filters, and saved views help you return to a beat or an unfinished decision.

Prepare a brief and choose a handoff

Review and save the editable brief, mark the item ready, then choose the destination. Routing preserves the exact brief version, editor, time, and delivery outcome. Writer, Editor, CMS, and Social are internal handoff records. Email is the external delivery path. ReleaseDesk does not publish content automatically.

An active or unresolved embargo blocks routing. Resolve the deadline with an explicit timezone. An exceptional early handoff requires an editor’s recorded reason; changing a score or status does not remove the restriction.

If a handoff is awaiting email confirmation, do not send it again. The service retries or checks the original delivery. A failed delivery and an uncertain delivery have different recovery paths; contact support if confirmation remains unresolved.

Reply to pitches and keep Inbox manageable

An administrator can connect a Gmail address in Settings → Pitch mailboxes and select a dedicated pitch label. The selected conversations and their attachments are shared with the workspace. Choose an address and label intended for newsroom access. Missing Gmail configuration leaves the connection unavailable with an explanation.

Open Conversation on the pitch to read original participants and immutable replies, save an owned draft, edit a response template and explicitly send from the connected address. To and CC are limited to captured participants; private notes and briefs stay internal unless you choose to copy them. Stored attachments show their rights and credits; restricted files cannot be attached. Insert selected credits into your editable text when needed.

Keep-Inbox is the default. Managed mode removes only selected captured pitch messages from Inbox; Gmail keeps the originals. Mark-read and archive-on-handled are separate opt-ins. They apply to an exact saved message list, so an unseen new reply is not affected by an older action. These optional actions go from ReleaseDesk to Gmail; general read/archive synchronization in both directions is not provided.

The Desk correspondence filter finds unread mail, items needing a response, waiting senders, due follow-ups, outstanding requests, failed or uncertain sends and mailbox problems. New replies reopen communication and require source review without changing the editorial decision. Waiting reminders appear in-app; no automatic follow-up email is sent.

For a definite failure, review the saved draft and explicitly retry. An uncertain send retains its original identity for Gmail Sent reconciliation: do not resend elsewhere while its outcome is unknown. Disconnect stops access and removes local credentials while retaining captured material; revoke the Google account grant separately. Outlook connection, arbitrary forwarding and new reply-file upload are unavailable; use your source mailbox for those tasks.

Track requests, editorial dates and asset permissions

In the dossier’s Editorial workflow section, record an information or asset request, optional due date and the exact question or missing file. Recording a request does not send it: use Conversation or the source mailbox. Mark it fulfilled or canceled when resolved; history and attribution remain available.

Record a commissioning instruction and deadline, a publication URL when the story is published, or a decline reason. These human-reported outcomes stay separate from triage, communication and routing. The Desk filters find commissioned, published, declined and overdue work. Assign the owner and leave teammate notes in Context. Export saved dates as an .ics file for manual calendar import; changes require a new export.

Captured assets start with unreviewed rights. Record the permission or restriction basis, scope, required credit and provenance. A captured attachment does not establish permission to publish or share. Review rights again before use; the application records your judgment rather than deciding legal rights.

Unsaved forms retain their starting revision when another editor changes the record. Review current saved values, compare your text and explicitly keep your changes before saving against a newer revision. Closing a dossier section preserves its draft.

When processing or a source fails

Processing failed

The saved original remains available. Read the error on the item, check whether an admin needs to restore the provider or plan, and retry extraction when appropriate. Scheduled work retries transient failures within its bounded retry limit. Avoid recapturing the same material just to retry.

A URL cannot be read

A blocked, private, paywalled, or unsupported page may not be extractable. Check the original URL. If you have permission to use the content, paste its text or upload a supported document. Do not treat missing extraction as an empty source.

An upload is rejected

Use TXT, Markdown, HTML, PDF, or DOCX within the size limit shown in Capture. Scanned PDFs may contain no extractable text. A rejection does not mean the document has been processed.

RSS stopped updating

Open Sources for its last poll, error, and retry state. Verify the feed address, save any correction, and use its poll control. An inactive source or expired plan needs an administrator’s attention.

A save is interrupted

Keep the draft on screen and retry after connectivity returns. If another editor changed the item, refresh its latest state before reapplying a correction. A successful receipt or saved state is the confirmation.

Check Status for this request’s app availability and, while signed in, your workspace health. The public status page is not a platform-wide incident feed.

Access and account recovery

Forgotten password

Request a password reset and follow the email link. The acknowledgement does not reveal whether an account exists. Reset links expire and work once; request a new link if one is expired or already used.

Verification email missing

Check spam and the address you used. Signed-in users can resend from account settings. A new verification request has a throttle; an expired link needs a fresh request. Provider delivery must be configured by the service operator.

Two-factor device unavailable

Use one of your saved recovery codes at the login challenge. Each code works once. Keep unused codes securely. A password reset does not bypass two-factor verification.

Email or security details changed

Use Settings → Profile for your email address and Security for your password and two-factor controls. Follow the confirmation shown there. Credential changes may revoke other sessions; sign in again when requested.

You cannot access email or recovery codes

Submit an account recovery request with a reachable reply address and the problem. The operator must verify identity and workspace authority before considering a recovery. Never share passwords, recovery codes, or access tokens; support cannot bypass verification.

Team access and your data

Workspace administrators manage invitations, roles, sources, and billing in Settings. An account belongs to one workspace. An invitation cannot silently move an existing account to another workspace; ask the administrator to resolve a mismatched invitation.

Workspace settings provide a JSON content archive; CSV exports cover the queue. A JSON archive includes attachments and activity, and concurrent edits may affect it. It is not a database backup. Account departure and workspace deletion have different consequences; follow the confirmation in settings and preserve shared editorial records.

AI extraction sends source text and your editorial policy to the configured provider. Read the privacy policy for data handling and use the privacy request form for assistance.