How to review items in the Inbox

How to use the Inbox to review, approve, and manage AI assistant suggestions.

By the end of this guide, you will know how to use the Inbox to review, approve, and manage AI assistant suggestions.

What is the Inbox?

The Inbox is where AI-generated recommendations and extractions arrive for your review. Think of it as a smart approval queue: the AI does the heavy lifting, but you decide what goes into the Base.

Accessing the Inbox

Click Inbox in the left sidebar. You will see three tabs:

Tab	What it contains
Open	Items awaiting your action
Later	Items you have deferred
Done	Items already processed

Types of items that appear

The Inbox can receive different types of suggestions:

• Decisions — decisions identified in meetings (e.g., “We decided to use PostgreSQL”)
• Tasks — actions extracted from transcriptions (e.g., “John will implement OAuth by Friday”)
• Follow-ups — follow-up items (e.g., “Check the staging environment certificate”)
• Criteria — extracted acceptance criteria (e.g., “Dashboard should display a sales chart”)
• Glossary terms — suggestions for newly detected terms
• Aliases — name variations for team members

Each item shows where it came from (which meeting, transcription, or conversation) so you have context.

Available actions

For each item in the Inbox, you can:

Approve

Accepts the suggestion. The item becomes part of the Base — it may become a document, a Glossary entry, a task, etc. The origin is always recorded for traceability.

Reject

Discards the suggestion. The item is removed from the active list but remains in the history for auditing. Useful when the AI identified something that is not relevant.

Defer

Moves the item to the Later tab. Use this when you don’t want to decide right now — the item remains available for future review. You can come back to it whenever you want.

Archive

Removes from the active list without approving or rejecting. Unlike rejecting, archiving is neutral — you simply don’t need that item right now.

Recommended workflow

1. Open the Inbox

   Periodically (especially after meetings)
2. Review each item

   In the “Open” tab — read the content and context
3. Decide quickly

   • Is it correct and relevant? Approve
   • Doesn’t make sense? Reject
   • Need more time to think? Defer
   • Not relevant right now? Archive
4. Check 'Later'

   Weekly, to clear out deferred items

Tips

• Don’t let items pile up. Review the Inbox regularly to avoid a large backlog.
• Approve with confidence. Freshbase shows where each item came from, so you can verify the original context.
• Use “Defer” without hesitation. It’s better to defer than to make a hasty decision.

Common issues

My Inbox is empty

The Inbox receives items when the AI processes transcriptions or when the assistant makes suggestions. If you haven’t imported meetings or used Chat yet, it’s normal for it to be empty.

I don't understand where an item came from

Each item shows its origin. Click the item to see details and the full context, including the meeting or conversation it was extracted from.

Next step

How to import meetings