Guides

Set up what you track

Add or change the types your company tracks, their details, stages and places, by hand or with Cruma.

What your workspace tracks is yours to shape: the types, their details, stages, links and actions, and the places they sit in. Cruma proposes changes from what it reads, and you can make any change yourself. Both use the same editor.

The map: What we track

Settings → What we track shows your whole workspace on one screen. Each place is a column, and each type is a card in it, with its icon, how many records it has, its stages as a thin bar, how many details it tracks, and the tools that work on it. Lines between cards show the links between types. What Cruma suggests sits in a strip at the top.

Click a card to open the type in the editor. You can also open the editor from any type’s page with Edit type.

One editor, four ways in

The editor is a panel with a section for each part of a type: Words and icon, Details, Stages, Links, Actions, Place, Who sees and What Cruma does alone. Each detail is one row, with its name, its kind, and whether people fill it or Cruma keeps it filled.

There are four ways to start:

By hand. Choose New type and start blank, or Start from an existing type.
From a template. Pick a ready-made type, like Invoices or Listings, and change what you need.
Describe it in a sentence. For example, “We track change orders, each tied to a job, priced then approved.” Cruma drafts the type in the editor for you to change.
Accept what Cruma noticed. A proposal from Cruma opens in the editor with the examples it found.

Adding a detail is as quick as adding a column: choose + Detail, name it, pick its kind, and it’s on every record of that type. Stages, links and views are as quick.

Drafts and approval

Every change starts as a draft. Before it goes live, the draft is previewed against your real records: “6 emails since June would become change orders; 2 tools use this detail.”

Publish sends the draft as one approval card: who proposed it, what changes, and the records it touches, with Approve, Edit and Decline. It’s the same card whether the change comes from a person, from Cruma, or from an agent connected from outside. See What the crew may do.

Changing a type never loses what’s known. A removed detail is hidden and its history stays; a renamed one keeps everything recorded under it.

What Cruma proposes

As Cruma reads your email, files and chats, it notices things you track that don’t have a type yet: recurring numbers like INV- or CO-07, documents with the same layout, stage words like “signed” or “under contract”.

It proposes a new type only after seeing at least five examples, and only when they have details or stages unlike any type you already have. When unsure, it proposes a detail or a stage on an existing type instead.
Each proposal is one card per change, with three examples and how many it found, gathered in your Inbox. You never get one card per record.
When you first connect years of email, Cruma proposes the shape of your firm on one screen: the editor holding several draft types.

Here is one proposal, from start to finish:

A supplier emails “CO-07: extra rebar, $4,200, Oak St job.” Cruma has now seen six change orders since June.
Your Inbox shows one card: New type: Change orders · 6 found · 3 examples, with details for job, amount and approved by, stages Requested, Priced, Approved and Rejected, and a place in Work.
You open the draft, rename Priced to Quoted, and publish.
The six change orders are created with their details dashed and sourced, for you to keep. Each job’s page now shows its change orders.

Places

A place is a group of types in the sidebar. The defaults are Work, Contacts, Team and Library. A type sits in one place, set in its Place section in the editor.

Cruma may propose a new place when a type grows big and separate enough, like Listings for a brokerage or Catalog for a shop. An owner approves each one, up to seven places. Each person can still reorder and hide places in their own sidebar. See Your workspace.