Tune what Memory learns from your documents

When you drop a document into Routario, it reads it, notices the names and identifiers it mentions, and makes a guess at what kind of document it is. There is nothing to set up for any of that. What you decide is which names become cards, and — through your Jobs — what gets read out of which documents.

What Memory guesses about a document

Every document gets two labels, shown on its page under Memory’s guess:

What kind of document it looks like — one of a short, fixed list: Invoice, Receipt, Delivery note, Order, Quote or offer, Statement, Contract, Price list or catalogue, Message, Notes or minutes, Report or presentation, Form or certificate, Manual or specification, Photo, Other.
Its shape — a Table (a spreadsheet, a price list, a list of invoices), Text (a letter, an email, a contract) or an Image (a photo, a scan with no text).

The kind is a guess, made while Routario reads the names in the document. The shape is worked out from the file itself. Both are there to help you find things: filter the Memory list by Kind or Shape, or click either label on a document to see every document that shares it.

When you need to be sure what a document is

The list is the same in every workspace and deliberately coarse. It can tell an invoice from a contract. It can’t tell your mixer company’s delivery notes from everyone else’s.

When that difference matters, a Job decides it. A Job’s recipe says exactly which documents it handles, such as “a delivery note from the mixer company”, and what to read out of each. What the Job reads is shown on the document next to Memory’s guess, and that is the version your automations rely on. See Set up and activate an installed Job.

What Memory keeps

Routario reads every document, but a name it mentions becomes a card only when something keeps it. Everything else stays on the document: search finds it, and the document lists it under Mentioned.

Settings → Memory → What Memory keeps lists the rules your workspace runs:

Rule	What it keeps
A name a document mentions stays on that document	Always on. A name becomes a card only when a rule below keeps it, or when you make it one.
Identifiers are facts, never cards	Always on. Postal codes, phone numbers, company and VAT numbers, order and invoice numbers and barcodes stay on their documents, where they connect the documents that share them.
People the team emails with, and their companies	The people on an email’s From, To and Cc lines — never a name in its body — and the company their address belongs to, so Contacts can add them or ask about them.
Products named in documents	Products your documents name, each linked from every document that names it — for a workspace whose memory works out which product a customer means. A document’s own wording stays on that document; a person or a Job adds it to the card as another name.
Places named in documents	Places and addresses, looked up on the map — for a workspace whose work happens at places.
Suppliers and customers on the books	The company a booked record names as its counterparty: the supplier of an expense or of an invoice a Job read, the supplier or customer a Job’s table row names, the buyer of an invoice you issued. It is matched by its company or VAT number first, then by its name.
Companies named on the documents a Job books	Once a Job keeps a record of a document — reads it, or writes a table row that points at it — every company that document names: the property manager on a rent invoice, the network owner in a building permit, the concrete plant on a delivery note. The same name in a newsletter nobody booked stays on the newsletter.

All but the first two are carried by Jobs. A rule is on while a Job that carries it is active, and the page names that Job. The memory curator Job carries the people your team emails with; a Job that answers customer questions can carry products; a Job that books invoices or expenses carries the last two. Nothing makes cards on its own otherwise, so a new workspace keeps only what you add.

A rule about what a Job books acts the moment the Job books a document: if Memory had already read it, the companies the rule keeps become cards then, and every other document that names them links to them at once.

The curator’s judgment

The rules above are fixed. For the names no rule keeps, the memory curator can decide, name by name. It considers a name only when it connects to something your workspace already keeps: someone your team emails writes from its domain, a record on the books names it, a document a Job booked names it, or a deal, a task or your company profile names it. How often a name is mentioned never decides it, because the most-mentioned names are usually carriers, brands and tools. A name with no connection stays a mention, and no model is asked about it.

For each connected name the curator does one of three things:

Keeps it as a card. It shows in the Inbox’s auto-applied list, with Undo.
Leaves it as a mention.
Asks you in the Inbox, within the same few questions a week it uses for everything else. When it is unsure and that budget is spent, the name stays a mention.

When many names wait for the same reason, it asks you to switch on the rule instead of asking about each name. It never switches a rule on by itself.

The judgment is off until you switch it on, under The curator’s judgment on Settings → Memory → What Memory keeps:

Estimate (free) counts the names and shows what judging them would cost. No model is asked.
Preview asks the model once and lists every name with what the curator would do and why. Nothing is changed.
Switch on lets the curator’s daily run act on what you reviewed.

Make it a card

On any document, Connected to lists the names no rule kept, under Also names, not kept as cards yet. Click one to make it a card. Every document that mentions the same name links to the new card at once, and if a card for that name already exists, it is linked instead of duplicated.

Identifiers are listed separately, under Carries, and are never offered as cards. Click one to see every document that carries the same identifier.

Reading the Memory shape panel

At the top of Settings → Memory → What Memory keeps you’ll see a few numbers under Memory shape. They answer one question: is Routario learning things that are actually useful to you?

Low numbers are not errors. A workspace a week old scores low simply because it hasn’t seen much yet.

Relation density — of everything Routario has connected up, how much of it says something real. There’s a difference between “this email mentions Acme Ltd” and “Jana works at Acme Ltd.” The first is just bookkeeping; the second is knowledge you can act on. A low number means Routario is noticing names but not learning how things relate.

Entity interconnection — how much of what Routario knows joins up to something else directly, rather than only through the document it came from. When this is near zero, you have a pile of documents that each mention things, but no picture of how those things relate to each other.

Schema consumption — whether anything actually uses what’s being extracted. Routario can pull VAT numbers out of every invoice beautifully, but if no Job or automation ever reads them, that’s tidy work nobody benefits from. A low number here usually means the extraction is fine and there’s no automation reading it yet.

Below them, Memory density shows how well your documents connect to each other through the cards and waypoints they share.

Where to go next

Memory: what Routario remembers — the bigger picture of cards, facts, and the lines between them
Working with contacts — how people and companies land in Memory
Set up and activate an installed Job — put what Routario is learning to work