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YI Cases user manual

This manual explains how to use YI Cases from the user's point of view: what you see on screen, what our words mean, and how to get each job done. It is kept aligned with the app: every time a screen, a button or a word changes, this manual changes with it. The in-app assistants (Ask YI, the BP Editor and the Team assistant) read this same document when you ask "how do I…" or "what does … mean".

1. What YI Cases does

Your company receives emails about many ongoing matters: claims, orders, complaints, offers. YI Cases reads those emails and keeps one always up-to-date record for each matter — a case — so you no longer need to rebuild the story by searching through messages. You keep using your usual mailbox; YI works alongside it.

A typical day looks like this:

Emails arrive in a company mailbox connected to YI.
YI recognizes which process each email belongs to and creates or updates the right case.
You open Cases to see what is going on, check the values YI collected and, when needed, mark a case as Validated or Not validated.
You ask Ask YI questions such as "which orders are still waiting for a delivery date?".
The Team settings decide who in your company is responsible for each case.

How case fields get their values

Case fields are populated from the content of the emails received by YI, or by formulas that use fields populated from those emails. These are the mechanisms used to obtain case data. BP Miner proposes a process structure from the emails it studies; that initial structure may not include every field your team needs.

When discussing a field to add, describe the information you need. You do not have to check beforehand what future emails will contain: the field is designed on the working assumption that its inputs will arrive through the email stream. This assumption concerns the proposed structure, not evidence for an answer about existing cases. Ask YI answers those questions from the information actually available.

A case brings together the information from the emails about the same matter. Asking about recent cases or case updates gives you a summary organized by customer request, order, complaint or other business topic, with the related messages kept together. This is different from listing individual messages in a mailbox.

A field that is not currently defined in the process structure is different from an existing field with an empty value. If you ask how a proposed field will be populated, the assistant can explain its email extraction rule or formula.

Requesting a missing field

After checking an authorized process version, Ask YI can offer to request a field that its structure does not currently include. Choose Yes / No. With no answer or No, no request is submitted. A Yes sends the information need for review; the assistant confirms registration only after YI returns a saved receipt. A request, review or subsequent proposal does not mean the field is already available in the published process. Existing fields with empty values are a different issue.

External assistants can use the same request action only if you explicitly granted feedback:write when connecting YI Cases. New connections should request both case-reading and missing-field feedback permissions on the YI consent page. If reconnection still shows read-only access, the connector package or its authorization configuration needs to be updated before retrying. Existing cases:read connections retain read-only case access; reconnect with the additional permission if you want to submit feedback. Each request still needs your confirmation. The connector cannot edit cases or publish process changes. If saving cannot be confirmed, retry the same request rather than assuming success.

Glossary

These are the words used everywhere in the app and by the assistants. When a word on screen changes, it changes here too.

Organization — your company in YI Cases. People, licenses, billing and domains belong to it. One account can belong to several Organizations.
Domain — a YI Inbox: the area of work that collects the emails of one business area (for example "Support" or "Orders") and turns them into cases. The sidebar lists them under Your domains, with the New domain button. A domain takes its name from the first mailbox you connect, and you can rename it.
Connected inbox — a company mailbox (for example support@acme.com) whose emails reach a domain. A domain can have several connected inboxes, all equal; one mailbox can belong to only one domain of the same Organization.
YI address — an optional address created by YI for a domain, used when you prefer to forward emails rather than connect a mailbox. It is shown only if you chose to create it.
Process — one business topic YI follows inside a domain ("Insurance claims", "Customer complaints"). A domain can contain several processes; YI decides which process each email belongs to.
Case — one occurrence of a process: in an "Insurance claims" process, every single claim is one case. Cases are created and updated automatically as emails arrive.
Field — one piece of information YI collects for every case (customer, amount, delivery date…). The list of fields is the process Structure.
Automation — an action or automatic message YI performs when a case meets a condition.
Knowledge — company information YI uses to understand emails: people, fixed values, internal jargon, groups of senders.
Validation — your judgement on a case: Validated (the values are right) or Not validated (something is wrong, with an annotation explaining what).
Proposal — a set of process changes that YI prepares from the emails it observed, for you to review and apply.
Draft — changes you are preparing that are not in use yet. What is in use (also called current) never changes until you release or apply a draft.
Team — the people of your company who can receive cases of a domain.
Skill (Competenza in Italian) — a capability shared by several Team members (for example "Spare parts"), used to assign cases to whoever has it.
Assignment rule — the instruction that decides who receives which cases.
Report Owner — the person responsible for a process: test messages and some notifications reach them.
License — the right of one person to use YI Cases beyond the free start (see section 13).

2. Getting started

Signing up and signing in

Sign up at yicases.com. First enter the inbox you want to track (if you typed it on the home page, this step is skipped). Use Edit next to The inbox to track to go back and change it.
Then choose Continue with Google, Continue with Microsoft (your name is taken from your profile) or Continue with email. Continuing means you accept the Terms of Service and the Privacy Policy.
With email you enter your address, and optionally your full name and a password. Without a password, each time you sign in we send you a secure link; you can set a password later at any time from Settings → Account.
If you cancel Microsoft sign-in, YI shows a neutral Microsoft sign-in cancelled note. You can retry or choose another sign-in method.
The first time you sign in, YI creates your Organization automatically, named after the domain of the inbox you track. You can rename it later in Settings → Organization.
If you started from a mailbox setup link, after creating your account YI keeps you on the mailbox connection screen so you can finish the connection first.
The Sign in button on the home page only opens existing accounts. If no account exists for the email you enter, YI shows only two links: one to create a new account and one to go back and sign in to an existing account. The same applies to Continue with Google and Continue with Microsoft on the sign-in page: they only open existing accounts.
After a social sign-in, YI checks whether that identity has a registered YI account. If it does not, YI displays the verified email and offers Sign in with another account or Create a YI account. It never silently creates a workspace or deletes an identity to undo a mistaken login. Choosing to create an account starts a fresh sign-in attempt for registration, then continues the usual setup; choosing another account returns to all available login methods. Incomplete registration and invitations resume their respective steps. A verification service error is shown separately from a missing account. If you choose a password-free link to confirm registration of that previously unregistered identity, open it in the same browser within ten minutes; a new tab is fine. Ordinary sign-in links for registered accounts keep working as before.
Continue with Google and Continue with Microsoft always ask the provider to show its account list, so when several profiles are open in your browser you can pick the right one instead of being signed in with the one used last. Choosing to go back and sign in to an existing account brings the sign-in screen back to its starting state: the email you typed is cleared and you can begin again.
YI keeps you signed in when you reopen the same browser or install an ordinary app update, as long as the saved session is still valid. A temporary connection or verification failure offers a retry instead of discarding your sign-in. Sign out ends the current browser session, without signing out independent sessions on other devices or in Outlook. Tabs sharing that same browser session also sign out. Clearing browser data, private browsing, blocked storage, an expired or revoked session, or a deleted or disabled account can require you to sign in again.
While YI checks your sign-in, the screen shows a Verifying… message with a small spinning mark, and the button you pressed shows the same message. This is normal and lasts a couple of seconds; you do not need to press anything again.

Joining a colleague's Organization

If a colleague invited you, you receive an email with an Accept invite link. Clicking it adds you to their Organization. The same account can belong to several Organizations (for example your own company and a client's); switch between them from the Organization selector in the sidebar.

Service notices

During maintenance or a temporary disruption, a coloured strip appears across the top of the app (blue = information, amber = maintenance, pink = disruption). It is informational only. Close it with the ×; it comes back only if the message changes.

When the YI system is being updated, an amber strip appears on its own: you can keep browsing and searching cases normally, while saving changes resumes within moments. The strip disappears automatically when the update is complete; no reload is needed.

The public demo

On the public home page the phone preview is interactive. On a phone, tap Tap to try to open the demo full screen; the Back to home banner at the bottom closes it.

3. Creating a domain and connecting your mailboxes

Connecting the first mailbox

Press New domain and enter the company mailbox you want YI to read. The window focuses on connecting an existing mailbox; the small link at the bottom lets you create a new YI address instead.
- Microsoft 365 business mailboxes (individual or shared) go straight to Connect with Microsoft 365, with no forwarding questions — at signup, when adding a new domain and from the domain settings.
- Personal Outlook.com / Hotmail / Live / MSN mailboxes are not supported: YI tells you so and stops.
For other providers, YI asks two short questions to pick the simplest setup:
- What should YI read? — incoming emails only (available now, through a simple forward) or also sent emails (coming soon; it will not require you to redo the forward).
- How do you access this mailbox? — YI recognizes your provider (Google Workspace, Microsoft 365, Zoho…). If the address is a group, a distribution list or a shared mailbox, it asks how the emails reach you and adapts the instructions.
Follow the step-by-step forwarding instructions. The bar at the top shows your progress in three steps.
Click Done → verify. YI sends a test message and waits up to two minutes for it to arrive.
- If the provider replies that the address does not exist, you see "The inbox was not found on the provider" right away and can correct it.
- If nothing arrives, you see a short checklist of the most common causes (forwarding not yet confirmed, company policy blocking external forwarding, wrong destination address).

Two helper buttons sit at the top of the instructions: Ask AI for help gives you a ready-made request to paste into ChatGPT, Claude or Gemini, and Security first opens the page explaining how forwarded emails are protected. If someone else manages the mailbox, invite them from the same page: they receive the instructions by email and only need to open the link to run the final check.

Connecting with Microsoft 365

Connect with Microsoft 365 is a single button for individual and shared inboxes: YI detects the type automatically. The first consent is read-only. Later, in the Team step, you can optionally choose Allow labels in Outlook: Microsoft asks for one extra permission so YI can add assignee labels (categories) to emails. YI never sends, changes or deletes emails with this permission. After Microsoft confirms, YI brings you back to the domain with a green confirmation and a Continue button.

Adding more mailboxes

You can connect further mailboxes at any time from the domain Settings (last row of the mailbox table, Connect another inbox). YI asks where to connect it:

In this domain — same cases, rules and processes.
In a new domain — different cases, with separate processes and rules.

Each mailbox being connected gets its own entry in the sidebar under the domain's Settings, with its address and a short status (for example Connecting or Waiting for colleague); click it to resume exactly where you left off. Cancel connection removes a mailbox that is not connected yet. Once connected, the mailbox appears in the table in Settings.

While a domain is being set up

The domain's menu in the sidebar is already open and shows all its pages. Settings is always available, Emails becomes available as soon as the first mailbox is connected (even read-only), and the other pages unlock when the connection is complete. The Emails entry carries a setup marker you can press to continue.

Choosing how processes are created

Once the mailbox is connected, YI asks how you want to define the processes of the domain:

Guided creation — you describe in a chat what you want to follow, and YI builds the process with you, one question at a time. The process takes shape live on the right of the screen.
Automatic creation — YI observes the emails that arrive and works out the processes by itself. A progress bar shows how many emails YI has observed out of the number needed (100 by default; you can change it). You can also forward recent emails so the analysis starts immediately. When YI is ready, it emails you a proposal to review (see section 9).

You can switch from automatic to guided creation at any time.

4. Finding your way around

Each domain in the sidebar has a small arrow that shows its pages, in this order:

Cases — the cases of the domain (also opened by clicking the domain name).
Team — the people, Skills and absences for this domain.
Assignments — the chat and the rules that decide who receives each case.
Processes — the processes in use and their content.
Emails — every email received, with its process and assignment. The reception log keeps the details of the current and previous month; processed emails and their cases stay available as before.
Settings — the domain's name (press Edit, then Save or Cancel; changing the name never changes any email address, and leaving it empty restores the automatic name), the table of connected mailboxes, and display options.

Domain names carry no status icons: a domain working normally shows nothing. Markers appear only on the page they concern — Emails while a mailbox needs attention, Processes while YI is analysing emails or building a process. When a proposal is waiting for your review, the Processes icon becomes a small red bell that pulses until you look at it.

On a phone, the Cases page has a bar at the bottom with Menu (opens the sidebar), Chat, Cases, Case and Email; text on phones is larger and darker for easier reading.

On every domain page, the arrow beside the title takes you back to Cases. Opening the app brings you back to the last domain you visited.

5. Working with cases

YI Cases in Outlook

Open an email in Outlook and choose YI Cases from the email's Apps menu. The product name stays YI Cases in both English and Italian. Outlook shows the YI Cases logo next to the add-in name. Inside the panel, a single compact toolbar places Open in YI Cases on the left when a Case is selected, and refresh and sign-out on the right; there is no repeated logo or separate link row. Smaller text leaves more room for Case data. The Cases and their data appear directly below it; the email's subject and mailbox address are omitted to leave more room for Cases. The panel uses the language saved in the app's settings; refresh or reopen the panel after changing that preference.

Sign in with your existing YI account using Continue with Microsoft, email and password, or Sign in without a password. For Microsoft, Outlook opens a separate sign-in window. If Outlook asks permission to open it, choose Allow, then complete sign-in and keep the window open until it closes automatically. If that Microsoft identity has no registered YI account, the panel shows its email and offers Sign in with another account or Create a YI account. Registration and pending invitation acceptance are completed in the web app, then you sign in to Outlook again. The add-in does not replace a different account already open in the web app. Once admitted, the panel loads the selected email's Cases. For a password-free link, open the email link and return to Outlook: sign-in completes automatically. You normally do not need to copy anything. If it does not complete, expand the recovery section on the return page, copy its Outlook sign-in code, then expand the recovery section in the panel and paste it there. The panel keeps its sign-in when reopened or after an ordinary update, independently of the web app, provided Outlook allows persistent browser storage and the session remains valid. A temporary verification failure offers Retry without discarding the saved session. If the browser or Outlook blocks persistent storage, sign-in may be limited to the open panel. Explicit sign-out, cleared browser data or a session revoked by the authentication service still requires sign-in again.

The panel shows only the Cases you can access that contain the open email. A single Case opens directly; if there are several, click its reference tab to switch with one click. The open-in-app button opens the selected Case in a new browser tab in YI Cases, where the usual account permissions apply. The embedded Case omits its repeated title/date heading and the status/formatting toolbar to leave more space for its data; the full app keeps those controls. A message with no available Case shows an empty result. Changing the selected email clears the previous Case while the new result loads. Access to a shared mailbox in Outlook does not by itself grant access to its Cases in YI.

Install the add-in on your primary Outlook account, then open personal or supported shared-mailbox messages from that account. Your organization's policy determines whether you can install from Microsoft Marketplace or upload a manifest yourself; your Microsoft 365 administrator can distribute the add-in when self-installation is restricted. During a private test, use the latest supplied manifest for yicases.com. A redirect from an older site address can prevent Outlook from initializing the panel correctly.

The Cases page

On a computer the Cases page shows the search and the list of cases on the left, and the selected case on the right. On a phone, one panel is visible at a time.

The newest cases are at the top; older ones load as you scroll. Cases that just arrived, or moved to the top because a new email updated them, are briefly highlighted. If you are scrolled down when new cases arrive, a small banner tells you how many are waiting; they join the list when you click it.
Each row shows the validation stamp, the process, the case reference, date, time and number of emails, followed by the main values.
Whenever the list has cases, one case is open. If the case you were reading leaves the list, the first one opens automatically.

Reading a case

A case shows all the information YI has gathered. Short values sit side by side; simple lists become small tables; sections with several entries can be collapsed from their header. Use the case menu to switch between Compact view and List view.

Every value tells you where it comes from:

Reference date — the business date the value refers to (for example "the offer is valid from 12 Feb"), not the date of the email.
First known — the first email that provided this value.
Last updated — the most recent email that changed it.

Click a value to see the emails behind it.

Emails and attachments

The Emails panel of a case shows the list of its emails at the top and the selected email below. Attachments open in the same lower area (use Back to return to the email); nothing is downloaded unless you ask for it.

Validating a case

Validating a case means telling YI and your colleagues whether the values collected are right. On the left of the case header there is a stamp: a sheet of paper with a rubber stamp. The process name sits at the bottom of the header, level with the bottom of the stamp. The sheet shows the current status:

Empty sheet — the case has not been reviewed yet.
Green tick — the case is Validated.
Pink cross — the case is Not validated; open the stamp to read the annotation.
Yellow clock — the case changed after its last review, so the review is out of date and should be repeated.

To review a case, click the stamp: the box asks Did you spot any errors?. Under Mark this case as choose:

Validated — saves your validation straight away.
Not validated — opens a box where you note why the case is not right; press Attach annotation to save it, or Cancel. While the box is open, the fields of the case are slightly veiled and each one shows a tick box. Ticking a field adds its name as a badge in the annotation, where the cursor is; you can write before and after it. Each badge has an × to remove it, and unticking the field removes it too. Fields inside a list carry the row number (for example Items › 2 › Amount). Tables and lists can also be ticked as a whole, with the tick box on the left of their title, or row by row, with a tick box on the left of each entry (the badge then shows the entry, for example Parties involved › Shabani Anisa).

On a case already reviewed you can Edit annotation or Remove stamp. On an out-of-date review you choose again between Validated and Not validated for the current version of the case. Saving takes a second or two because the decision is recorded on the case itself, together with who decided and when.

The same stamp, smaller, appears next to each case in the list. Hover over it to see who reviewed the case and when.

Starred cases

Click the star next to a case number to keep it handy. The star button next to the search field shows only your starred cases, whatever period you are looking at; use the × to return to the full list. If a starred case no longer exists, it appears as "Case no longer available" with a button to remove the star.

Sharing a case

Click the Share icon in the case header to copy a direct link. Whoever opens it — if they have access — sees that case with the list filtered to it ("Search results · 1"). Click the × on that label to return to the full list.

6. Searching and filtering

Quick search

Type in the Search field and press Enter. YI looks in every field of every case of the selected processes. With an empty field and no active filter, nothing happens.

Clicking the field shows your last 5 searches: click one to run it again, click its result count to open its cases, or use the bin to delete it.
At most the 20 most recent matching cases are shown; when there are more, a message offers Load 20 more or Open filters to narrow the search.
If the search cannot complete, the message offers Retry.
When nothing matches, you see "No case contains these terms in the chosen period", with buttons to change the filters or show all cases.

Filters, display and search

The filters button (sliders icon) next to the search field opens one window that controls everything you see and search:

Processes — tick the processes whose cases you want to see. Cases from several processes are mixed, newest first, each with its process badge.
Eye button — for each process, choose which fields appear and in which order, both in the list and in the case view (at least two fields stay visible), the date format and the colours of the options. Restore defaults brings back the initial choice. These choices follow you on every device.
Period — "Last 7 days" by default; also today, yesterday, last 30 days, from the beginning, or a custom range.
Search fields › — search by specific values of one process: type a value, pick an option, choose Yes/No, tick boxes or pick a date. For repeated lists (for example several products in one order) use + Add item. All criteria must be satisfied together. While you use it, the other processes are paused; they come back when you close the search.

The bottom button reads Apply and close when you only changed processes or period, and Search when there is something to search for. When a period or a field criterion is active, a small label appears under the search field; click its × to remove it. The page address includes your search, so you can bookmark it or send it to a colleague.

7. Ask YI (the assistant)

On a computer, click the YI button next to the search field to open Ask YI. Close it with the × in its header to return to the search. On a phone, the button and the × do not appear: use the Chat and Cases buttons in the bar at the bottom to switch between Ask YI and the case list.

What you can ask

Questions about your cases: "which claims are still open?", "what happened with order 1042?", "issues in the last 5 hours".
Questions about how YI Cases works and what its words mean: Ask YI answers using this manual.

Ask YI works on the processes of the domain you are in and only sees what you have access to. If your question clearly refers to one process, it chooses it by itself; otherwise it shows clickable choices (one per process, plus Search all). If a domain has not received any email yet, Ask YI tells you so and you can still ask how-to questions.

Clickable answers

Case references in the answers (for example ORD-1042) are clickable: the case opens on the right with the list filtered to it. Answers that list several cases open them all as a list. If a case cannot be found in what you are currently viewing, the case panel tells you and suggests opening the filters to include more.

When Ask YI offers a few options under its message, click one to answer straight away, or tick several and press Send. You can always type your answer instead.

Controls

Reasoning level — above the message box choose how carefully Ask YI thinks before answering: Low, Medium, High, Extra high (default) or Max. Lower is faster; higher is more thorough. Your choice is remembered.
Stop — while Ask YI is answering, the square button requests cancellation; what had already arrived stays available.
New chat — starts a new conversation and brings back the full case list.
Standard / Experimental — if Experimental is available for your account, a switch appears below the message box. Standard is selected when you open the chat and when you start a new conversation. Turn the switch on to use Experimental for your next messages, or off to return to Standard. The choice lasts while that chat stays open; it does not change earlier answers. The switch is disabled while a reply is running or a message is waiting to be sent. If the option is unavailable, new messages use Standard. A reply already accepted keeps its original version through automatic recovery.

Saved chats

Conversations are saved automatically. To keep one permanently, click the bookmark icon next to it:

Save chat — keeps the conversation exactly as it was.
Save as wiki — asks the same question again each time you open it, so the answer is always fresh. Useful for recurring questions like "what's pending today?".

Leaving a chat while it works

Team and Ask YI continue accepted work when you leave their pages. Both Standard and Experimental Ask YI use background processing: you can leave the page or close the browser after your message is accepted, then return to the same conversation to find its progress or result. Leaving does not request Stop. Background processing is being rolled out separately for the BP Editor; until it is enabled there, keep its page open while it is answering.

New chat becomes available after the current work has finished or cancellation has been confirmed. While it is being confirmed, the previous conversation stays visible and sending is temporarily paused; saved messages are never erased by a delay. In Ask YI, previous conversations remain in history; continuing one opens a new chat and preserves the original.

A BP Editor or Ask YI conversation is archived automatically only after you have seen the latest answer and been away for more than five minutes. An unseen result stays available. The separate Summarize chat action requires the page to stay open.

Connecting an external AI assistant

The plugin is called YI Cases and uses the app logo. Public listing metadata and packaged instructions use English; the consent page and interactive panel support Italian and English, and you can ask questions in your usual conversation language. Installing the plugin does not connect your account automatically.

The intended simple Claude entry is the published YI Cases connector: open the official listing link, choose Connect to Claude, sign in to YI and confirm read-only access. The connector supplies the agent's workflow instructions without a separate skill installation. Use the official YI listing link where available; contact YI support if the connector is unavailable to your account. On Team, an Owner enables the connector before members link their own accounts. Claude controls any tool-approval prompts and desktop handoff; YI cannot approve tools on your behalf. Adding a plugin does not automatically connect its services. If you are testing an uploaded plugin, open its Connectors tab and select Connect for YI Cases.

In ChatGPT, open the published YI Cases listing, install it if requested and select Connect when offered. Complete the native account-linking flow; there is no required technical setup conversation. Availability depends on your account, plan and workspace. Web, desktop and mobile use the registered remote connection where it is available to the account. A manually imported desktop ZIP is a private diagnostic installation, not proof that the public connection is installed. A missing From plugins row alone does not identify an installation error. You do not need to paste a password, token, API key, client ID or secret into a chat.

Account authorization takes place on yicases.com. Once the request is verified, a signed-out user is taken directly to the existing YI sign-in. The connection page follows the app's English/Italian preference. Check the requesting assistant, your YI account and the read-only permission before confirming the connection; signing in alone never grants access. The registered return destination is available under Connection details and can be a local loopback address for desktop clients. Cancel returns a denial to the assistant without granting access. Your existing case access permissions still apply.

Once the assistant confirms the connection, ask it to list your accessible processes, search for cases and open a returned case. Supported hosts display a case list and the selected case highlighted alongside its structured detail. ChatGPT is asked to open the expanded view initially; supported clients can place it beside the conversation. The assistant application controls the final layout. Use Expand view when offered to request more space. The compact panel follows the host’s available text-size and line-height settings. The panel’s filter narrows only the loaded list; ask the assistant for a new search to change the archive query. Other hosts return text, structured results and links that open cases on yicases.com. This integration is read-only and uses your assistant provider’s model; it does not select Ask YI Standard or Experimental.

The interactive panel follows the host's Italian or English locale, keeps organization/domain labels visible and provides Open in YI Cases for the returned case. The cases in the current list arrive with their details already loaded. Selecting a case or returning to it reuses that snapshot immediately without another case retrieval. Refresh requests current data for the selected case; a new search replaces the loaded list. There is no automatic background polling. The assistant still receives the selected case identity. Written results include exact case links and organization/domain/process context even when the panel is visible; voice-only answers do not read URLs aloud. On mobile or another surface without an interactive panel, the assistant supplies concise results and exact case links. Opening a link can require a separate YI browser login. Availability, tool approvals and native mobile support depend on the assistant application and account; these are checked on each target surface before release. For help contact support@yicases.com.

Processes are identified by organization → domain → process. If names repeat, choose the organization and domain before searching; the assistant keeps that scope when opening a case, and the interactive list and detail show its origin. You can explicitly request a comparison across organizations or domains. Only released processes are offered: proposals and never-released drafts are excluded, while a released process stays available when it has a new draft, no cases yet or historical cases. Historical processes are identified as such. A missing organization, domain or release state must not be guessed; the deployed connector and plugin package must support the same version of these features.

You can speak or type your requests where the assistant supports the connected tools. The assistant is instructed to pronounce YI Cases as American English “why eye cases” while replying in your language, and to recognize localized pronunciations when context is clear. Voice-tool availability and pronunciation depend on the provider and are not guaranteed by installation.

If ChatGPT cannot detect OAuth settings and its published-identity option is disabled, report the discovery error to YI Cases support. A configuration file downloading successfully does not confirm that the service setup is correct. Do not invent a client ID or secret, disable OAuth or keep reinstalling the same package. The browser connection must support your provider's origin and complete public discovery before account authorization.

If the connection works but the assistant reports that no supported read-only search tools are available, this is a service compatibility issue. Reinstalling the plugin or granting additional permissions does not fix it; report the error to YI Cases support. A failed search is not evidence that there are no cases.

Claude may request approval for individual tools after account connection. Its connector settings may offer permission categories or individual tool choices such as Always allow, Needs approval and Blocked, depending on your account and organization policy. These choices remain under your or your administrator's control; YI Cases cannot grant them automatically. The plugin package includes the YI Cases logo, but its display in a manually imported plugin and the connector icon depends on the host.

Custom Gemini connections are available only to accounts enabled by Google, with country, language and account-type restrictions. If your Gemini page has no add-custom-app control, an uploaded ZIP cannot enable it. If any host fails before opening YI sign-in, report that connection error instead of entering credentials elsewhere.

8. Processes

The Processes page

The Processes page shows the processes currently in use in the domain, each identified by its name and colour. For each process you can open four sections:

Structure — what one case represents ("One case, for this process, corresponds to…") and the information YI collects for it.
Automations — the actions and automatic messages YI performs.
Knowledge — the company information YI uses to understand emails (see below).
Assignments — who receives the cases of this process.

The pencil next to a process name renames it. Monitoring active / paused at the top right of each process shows whether new cases are being collected; click it to pause or resume.

Changing a process

Each section page has an edit button at the top right (Edit structure, Edit automations, Edit knowledge). Your changes never touch what is in use: they are kept in a draft of that process. While a draft exists, a yellow strip under the process shows which sections changed and offers:

Resume — see your draft next to the version in use (Changes only shows just the differences), and Continue editing.
Release — puts that process's changes into use. YI tells you whether the change is Minor or Major (see below).
Discard draft — throws the draft away.

A draft that ends up identical to the version in use disappears by itself.

Structure and Automations are edited by chatting with the BP Editor: the chat is on the left and the process is always visible on the right. Describe the change you want and the assistant answers with the finished result. In the Automations editor the process structure starts closed: open it with Open references and close it with the X. Clicking an ID (a field, an automation or a knowledge entry) adds it as a coloured label inside the chat message box; remove it with its ×. This works in both the Structure and the Automations editor. It asks at most one question at a time. You can also ask it how the product works.

The editor keeps the app navigation visible, with its page header above the chat and process panels. New chat appears only after you have sent a message and is available once current work has finished.

Knowledge is edited entry by entry: each group has Add, each entry has Edit and Delete. Entries used by the structure or the automations show a lock and cannot be deleted.

Cancelling an editing session

In the BP Editor, Discard and close undoes the changes from the current editing session. It restores the draft found when you opened the editor, even if that draft is incomplete. Earlier draft work and published processes are kept. This is different from Discard draft on the Processes page, which removes the whole unpublished draft.

If you close the BP Editor without making any real change, the empty draft is removed automatically. If a draft is still listed with "no changes" (for example after the browser was closed abruptly), Discard draft stays available to remove it; Release is disabled until there is a real change.

The conversation remains available as history; proposals from before the confirmed cancellation are not put back into the editor. If another editing session changed the same draft, YI does not overwrite that work: it asks you to reopen and check the current situation. If the connection interrupts the confirmation, the original request is checked again before the editor closes.

Minor and Major changes

A change is Major when it changes what one case represents, or changes the information YI uses to decide whether two emails belong to the same case. Cases already collected stay valid, but numbers before and after the change should not be read as one continuous series.
Every other change is Minor: other fields, automations, knowledge, assignments.

Automations mode: Off, Test, Live

In the Automations section you decide how automations behave:

Off — automations stay visible but no message is sent.
Test — automations run as designed, but every message goes only to the process Report Owner, marked as a simulation and listing who would normally have received it. Ideal to check everything without disturbing anyone.
Live — messages reach their intended recipients.

In the Automations editor each automation has its own Off / Test / On switch in its header, beside its ID: the choice is saved at once and applies only to that automation. Processes created or updated from a proposal start with automations Off.

Knowledge

Knowledge tells YI what it needs to recognize in your emails:

People — named individuals, with contacts and role.
Constants — fixed values (for example a default currency or an approval threshold).
Concepts — internal jargon, abbreviations, product names.
Audience — groups of senders that define a context (internal, supplier, client…), each with an optional short name.

New knowledge is used from the next email received.

9. Reviewing a proposal

Open YI's suggested process changes with Review proposal (Resume proposal once started) at the top of Processes.

YI aims for the smallest sufficient process set. Phases, departments and counterparties can share a process; independent cases may need separate processes. This reduces duplicate collection without combining unrelated work.

The proposal page

Process map summarizes the proposal and offers Assumptions, Warnings, General knowledge and Annotations. Judge assumptions Correct or Needs changing, with a note.
Each process box shows its definition and four section buttons. Changed sections compare Proposed on the left with Current on the right; Changes only starts on. Unchanged sections open as a plain page.
The eye button (Show differences) switches between proposal and comparison.
In the Data structure comparison, changes to a field's filling and update instructions stay hidden under the Filling heading (IT: Compilazione) with an Expand button (IT: Espandi), shown only when such changes exist. Visibility changes name the groups instead of their codes; the eye tooltip reads "Filling authorized only from messages between:" (IT: "Compilazione autorizzata solo da messaggi tra:").

Renamed processes show the proposed name followed by the current name in parentheses. New or unchanged names appear once.

Pending assumptions never prevent application. Applying does not confirm them: they remain for later review and subsequent proposals. New assumptions can be added; earlier answers remain recorded.

Deciding on each process

Approve proposal or Reject proposal. Rejection keeps an existing process current (Keep current); new processes offer To activate or Not to activate.
Edit offers Request changes, Split, Merge with… and Do not track. Splits and merges are reviewed in the next proposal.
Click the status badge and choose Change answer to reconsider.

Choices save as you go; processes change only when applied.

In Structure, rejecting a list excludes its fields too. Their buttons are disabled while the list is rejected; accepting the list restores their individual choices. Rejecting some fields keeps the list. If every field of a new list is rejected (including a list with one field), the list is rejected automatically. Accept a field to keep that list again. These choices save together; current processes remain unchanged until application.

Applying the proposal

The top-right button adapts to your choices:

Apply changes — when every change is approved.
Approve and apply — when some choices are still open or rejected.
Request a new proposal — changes, split or merge requested; nothing is applied.
Confirm — when the processes were already put into use before your review.

YI checks the complete result of your choices, then applies it without another window. Problems appear at the affected process/section; failed checks or proposal-wide conflicts appear beside the application controls. Invalid configurations cannot be applied.

The arrow offers Reject the whole proposal, Discard changes (restore the original proposal) and Apply approved changes only (retain undecided work).

Reject the whole proposal asks once, saves the rejection and closes the proposal without changing current processes. Its new assumptions are removed from pending review unless marked Correct or Needs changing with a nonblank comment. Other Inbox assumptions remain. Removed assumptions stay in history and do not constrain later proposals. You do not need to fix rejected rules or approve warnings first. If saving is unconfirmed, check the original request's outcome before continuing.

A notice identifies proposals already put into use before review; confirm or adjust those processes.

Checking the effect of a proposal

An attention icon beside Structure identifies assignment impacts. Open its details for affected fields/rules and corrective actions. Changed meaning may need your confirmation; a broken rule, automation or calculation requires correction: a confirmation alone cannot fix it. Concurrent edits require choosing which version to keep. The indicator stays hidden when there is nothing to resolve. Your other saved choices remain available. Pending assumptions do not generate these alerts.

In chat, YI explains effects on assignments or automations before changing the fields they use, asking about unagreed effects. Email-based proposals preserve these dependencies, including waiting/completed conditions; publication checks still apply.

10. Team and assignments

The Team

Team and Assignments, including the Team assistant, are available to every company, for the whole domain. In this section Inbox means the domain.

Organization owners and people authorized to manage an Inbox can open its Team and Assignments pages without an experimental-access invitation. Other members do not gain management permissions. The dedicated single-process chat is still limited to staff during its rollout; use the Inbox's Assignments page instead.

Every member of an Inbox Team can receive assignments from every process in that Inbox. Only the assignment rules you define restrict who receives which cases; there is no separate per-process assignment permission.

Assignment conversations always keep their messages, applied rules and history. A conversation left without activity for more than 30 days (and without an open proposal) can be read but not resumed mid-way: send a new request to continue.

App access is separate: an Organization member can have access to only some Inboxes, and a person without app access can receive assignments. Assigning work does not grant access to the app or purchase a license.

The Team page is a directory without a chatbot. People with permission to manage the Inbox can:

Add to the Team a person of the Organization: a colleague who uses YI, or a person without access registered once for the whole company in Settings → Organization → People without access.
Give each member a short label (proposed from their name). It is the category (Outlook) or label (Gmail) meant to mark their emails in the mailbox.
Start removing a person from this Inbox Team without removing them from the Organization. Remove from Team takes you to Assignments with the request ready to send, so the chat can check affected rules. If their removal would leave a rule without a recipient, it asks you to resolve those assignments first. A current absence or temporary substitution must also be updated or cancelled before removing the person.

Managing Team Skills and absences

Use Skills to create a Skill or edit its name, description and members. You may leave an unused Skill without people. A change that would remove the last eligible recipient of an existing rule is not saved; complete that rule's recipients first. Confirmed Team and Skill updates are shared across the Inbox and do not require Apply.

Each person's settings let you add, edit or cancel absence periods. If an absence needs a decision about an exclusive assignment, continue the clarification in Assignments. The existing assignment chat also retains its controls for people, Skills and absences.

If a Team save is interrupted, Check save verifies its result without repeating it. Retry save uses the same request if you choose to retry. The page does not silently add a duplicate person or Skill.

Assignment rules

Open Assignments to work with the chatbot and the Rules panel, which groups assignment rules by process. Each rule shows its stable ID, name and a short description, followed by its assignment criterion, recipients, relative effort, and the criteria for pausing and completing work. Conditions are described in natural language. Each rule also has a plain-language summary with clickable references to its fields and recipients. Summaries follow the saved rule; descriptions that no longer match it are not shown.

Clickable text stays inside the sentence: people are green, processes yellow, and fields or options blue. Links stay underlined; their background is highlighted only on hover or keyboard focus. Person and field links open the corresponding reference. A selected multi-select option means that exact option is present; it is not a search for part of a text string.

The References panel is closed initially. Open it with Open references, which disappears while the panel is open. Close it with the X in its header. Clicking a process link in chat expands that process in Rules and collapses the others; Expand restores them. If References is already open it selects that process; otherwise it stays closed. On a phone, the bottom navigation shows one panel at a time.

Within one responsibility, ordered rules use the first matching alternative. Independent responsibilities can assign the same case to more than one person. Tell the assistant which behavior you want when conditions overlap.

Editing assignment rules

Use Assign to to choose a specific member, all selected people, the least busy selected person, all people with selected Skills, or the least busy person with those Skills. For several Skills, choose whether a person needs at least one or all. Each complete recipient choice is saved as a draft immediately, so Apply and Discard become available; an incomplete choice (for example, no recipient selected yet) is not saved. The rule name and short description can also be edited directly.

For Assign when, Effort is paused when and Effort is completed when, choose Edit and describe the change in chat. A notice identifies the rule and criterion being edited. That conversation keeps the other parts of the rule and unrelated rules unchanged. Use Return to general chat to discuss other changes. Missing criteria are shown as To agree in chat; the assistant uses existing process information or asks the necessary question.

In the Inbox view, choose the + button in a process's header to prepare a new rule with the assistant. Describe when it applies and who should receive the work; nothing is added merely by clicking the button. In one process's Assignments page there is no + button: that process is already selected, so ask the assistant directly for the rule you want.

Advanced options let you arrange alternatives in order, move a rule into another group of alternatives, make a task independent, or delete a rule from the draft. Alternatives use the first match; independent tasks can be assigned together. These choices change how overlapping conditions work, so review them before applying.

Editing with colleagues

One person edits an Inbox's assignment draft at a time. Opening Assignments or the Team directory reserves the shared editing session. If a colleague is already working on it, you see their name and can leave or choose Take control. This requires confirmation: their editing session ends and all unpublished Team changes are discarded. Published rules, saved Team updates and absence records remain.

If another user opens the draft or it is resumed from another session, tab or device, you see Your editing session has ended. The explanation covers both another person and another session of your own account, without assuming that you took control yourself. The page can no longer edit the rules; choose Leave to return to inbox management. Leaving the page normally keeps your draft; returning lets you resume if nobody has taken control.

If your own session is still open elsewhere, or the browser closed unexpectedly, choose Resume here. This keeps your draft, conversation and work in progress, and blocks the previous page. It does not discard your work.

Creating and selecting Skills

In Italian, Skills are called Competenze. To create a new Skill while editing a rule, type its name in the Skill selector and press Enter. It becomes a removable badge, and the Skill and rule are saved together; there is no need to leave Assignments or ask the chatbot. A new Skill initially has no members. An unused Skill without members does not block Apply. If a rule requires Skills but nobody qualifies, the rule can stay in the draft; before Apply, associate the required Skills with people from the Team page or choose other recipients. Team asks you to complete those recipients and keeps your draft available. People selectors only use existing Team members; pressing Enter never creates a person.

For “all other cases”, Team can keep the existing specialist rules and distribute the cases that match none of them among the people you choose. It asks who should be included if that is unclear.

The assignment chat

A new conversation asks: "How would you like incoming emails in this inbox to be assigned to your team?" — or, when rules already exist, "Would you like to change or add any case assignment rules for your team?" Describe your criteria, naming processes and fields when useful.

In the Rules panel, each process and each rule can be collapsed: use +/− beside a rule code, the expand/collapse icon in a process header for all its rules, or the same icon at the top of the panel for everything. Rules start collapsed and processes start expanded: a rule shows only its name and short description until you expand it. Hover the rule name to show the pencil that edits its name and description — the pencil does not appear while you hover the rule code.

The assistant reuses fields with practical judgment: “carts” can mean “Carts and bars”. It asks about meaningful distinctions or conflicting assignments. A new field, including a calculation, requires your specific approval of its process and purpose. A request to create a field lets the assistant prepare its definition. Before adding it, the assistant shows the process, purpose and interpretation for your confirmation. An approval applies only to that proposed definition; a different field or changed interpretation needs its own confirmation. The chatbot does not delete fields. Choose a structured answer or Other for free text.

Your message appears immediately. While processing, wait or use Stop. One waiting message or acknowledgement is replaced by the confirmed result and question; after 20 seconds it asks for patience. Notifications continue when you leave.

Assignment chat continuity and inactivity

Team keeps messages and pending questions when you return after days. Inactivity, reading, logout and disconnected devices do not clear it. Only successful Apply or Discard, or explicit New conversation, ends it. A failed action leaves it available. New conversation keeps unpublished changes; archived chats stay in history. The chat switches to the empty conversation as soon as its creation is confirmed, without waiting for the other panels to reload. If confirmation is unavailable, the previous conversation stays visible while the result is checked.

The assistant uses simple, friendly language and adapts to your language and way of explaining the work. Rule descriptions use the account language. When work is ready, choose Apply or add criteria. For requests outside Team's tools, the assistant consults relevant product-manual guidance.

When the assistant asks a question, its useful explanation remains visible alongside that question. A longer confirmed result is not discarded just because it exceeds 1,800 characters.

You can include several related requests in one message. The assistant can prepare the parts already clear while asking about a missing decision or approval. Changing one rule should preserve unrelated rules and the effort values you have chosen. A pending question does not mean that your previous confirmed work has been lost.

For a large request, Team can prepare and check the processes in smaller steps while retaining the same answer and intended changes. These steps do not save partial rule sets: the complete set is saved together. If the request exceeds the supported size or complexity, Team keeps your previous rules and explains what needs to be reduced. It asks you to agree on a narrower scope before preparing only part of your request. Very large process structures may need to be simplified first.

If preparation stops before new rules can be saved and the assistant asks a follow-up, your original instructions remain available. You can answer briefly or clarify one process without repeating the whole request. Previously saved rules stay unchanged; check the rules panel to see which changes have actually been prepared.

If a temporary service error interrupts a field confirmation before any change is saved, the reviewed proposal stays available. You can confirm the same proposal again without describing the field from scratch. Declining it, replacing its definition or changing the underlying process still requires a fresh review; an old confirmation cannot approve different work. The assistant never retries an unconfirmed operation on its own.

In the experimental specialist version, you can ask to add a colleague or a Skill and use it for an assignment in the same message. The assistant resolves that prerequisite before preparing the dependent rule. It can also correct certain copying or formatting mistakes internally, while keeping recipients and your other decisions unchanged. Missing business information still leads to a question.

You can change the members of a Skill without restating its linked assignments. Rules linked to that Skill continue to use its current members, while their other settings and your workload choices stay unchanged. You can then change one process without repeating the unchanged assignments in other processes.

When you describe specialists within a team, the assistant also asks how to handle the remaining cases. It can suggest sharing them among your operational group and offer to account for their difficulty. Confirm the fallback before it is added; specific assignments stay specific. In conversation it uses first names when they identify people unambiguously.

Changing one process after a shared assignment instruction

You can change one process after giving a common instruction for several processes. For example, after “Assign every process to Ada”, ask “For Assistance only, replace Ada with Grace”. The other processes keep Ada, and their fields, rules and workload choices stay unchanged. You do not need to repeat the original instruction separately for each process.

Effort for each task

Each rule has a Relative effort control with five choices: Min, Low, Normal, High, Max. New rules start at Normal; saved choices stay unchanged. Select the level that describes the work. The confirmed choice appears as soon as it has been saved, without an AI request. This describes relative effort, not hours or priority. The assistant keeps your choices when updating the rules. Earlier custom workload criteria remain visible and are preserved; they are not automatically converted into these five levels.

Changing who handles an existing task keeps its effort and agreed waiting and completion criteria. You do not need to repeat these settings when changing a recipient. An unfinished clarification does not erase criteria you have already agreed.

For new rules the work starts when it is assigned. The assistant helps identify when it is Waiting or Completed, using existing process information, and asks you if something is unclear. If another field is needed, it asks for approval before adding it. Use the corresponding Edit button to discuss a criterion. Previously configured activation criteria are preserved rather than replaced; ask the assistant to review or change them.

A waiting task stays assigned but contributes no effort while there is nothing to do. Its effort counts again when work can resume; completed work contributes none. Sending or receiving an email alone does not determine these states. Separate tasks in the same case can be waiting, active or completed independently.

You can explain whether overlapping work should count together or only once; the assistant asks when the distinction is unclear. There is no extra calculation selector beside the slider. If the information needed to recognize these states is still missing, the assistant continues the conversation without inventing it. Existing scoring settings are preserved rather than silently converted.

Rule controls: saving and recovery

Choosing a relative effort level, saving recipients or saving other manual rule settings writes directly to the draft. It does not send a chat message or ask the AI to process the change. The control confirms the saved setting after the save succeeds; Apply is still needed to publish it. While a save is pending, wait for its result before making another change.

If the connection is interrupted and the save cannot be confirmed, use Verify save. This checks the original operation instead of submitting it again. An unverified result is not shown as a successful save.

If no saved result is found, Retry save lets you explicitly retry that same change. It cannot apply the original change twice.

If the assistant's response ends before it is complete, the chat tells you and keeps your previous changes. You can continue with one part of the request at a time; an incomplete response is never shown as a successful save.

Relative workload

Earlier custom workload profiles remain available under Workload in the process’s Rules panel, including their draft scoring criteria, points and calculation conditions. You can see whether multiple matching criteria are summed, use the highest score, or use the first matching criterion in order. For example, scores of 3 and 5 yield 8 with sum and 5 with maximum. These points describe relative effort, not hours or priority.

A shared case weight is divided among its distinct assignees; activity-specific weights are listed under their activity. An excluded process contributes no workload. An unconfigured profile, an undecided combination, or no matching criterion without a default is not the same as zero points. A configured default applies only when no criterion matches and the calculation has sufficient information. Ask the chat to change any of these criteria. If a business decision is missing, the assistant asks one question and can save independent, complete changes while leaving the undecided process unchanged.

References in a chat message

You can insert references directly into your message. In References, click a field code or its adjacent field, a Team member's name, or the selected process name. Only the chevron opens the process selector. Clicking a process title in Rules also inserts it. The reference appears at the cursor as a colored badge; on mobile you return to Chat. It does not send the message. Its × removes it; editing even one character removes the link and leaves ordinary text. Undo/redo works. In a conversation, a reference still navigates on click; right-click, the keyboard context menu or a long press offers Find and Insert reference in chat. References identify the exact process, field or person, even when names are identical; they never grant access to additional processes.

Clicking an option inserts Field name: option, for example Reported anomaly: Power supply. Radio-button and checkbox symbols remain visible to identify the field type. Clicking either the symbol or its label inserts a reference without selecting or changing a value. A separate chevron opens any fields nested under an option. In your sent messages, references are white for readability on the dark background; composer and assistant references retain their usual colors.

Applying and discarding assignment drafts

New or edited rules are saved as Draft until you choose Apply. The Draft label in the Rules header refers to the unpublished configuration shown in that panel.

Discard removes all unpublished changes in the Inbox and opens a clean Team conversation. Review the confirmation before continuing. Saved Team updates and operational absence records remain; discarding rule drafts does not undo them.

If you refresh the page while Apply or Discard is running, Team checks the outcome of that exact operation when you return. It does not repeat the changes. A confirmed result clears the pending action; if the operation was not carried out, you can continue from the draft. If the outcome is still uncertain, use Verify outcome to check again before starting another operation.

Manual absences

Current availability: absence integration with live email assignment is not active yet. Saved schedules do not reroute incoming emails. External calendars and automatic feeds are not connected.

In Team or the Team panel in Assignments, click the person's settings icon → Add absence, or describe it in chat.
Choose Start date (today by default), optional Last day and IANA time zone, such as Europe/Rome. The last day is included; no end date means open-ended.
Save. Absences belong to this Inbox and do not require Apply.

If a rule would have no available recipient, the period stays pending. Chat asks for a substitute or no recipient, separately for each affected rule. Unresolved periods do not take effect.

Use Edit, Cancel absence or Record return; history remains. The app updates displayed availability hourly without an open browser. Confirmed schedules are exported separately; permanent rules and labels stay unchanged. The initial Engine may ignore schedules until absence execution is enabled. Expired schedules remain in history.

In the Emails page

The Assigned to column shows the person each email was assigned to. When YI's automatic assignment has chosen people for the email, their names appear as badges. Otherwise you can set the assignment from the dropdown, choosing among the Inbox Team members. When the person has no license, the email is still assigned and visible in YI, with the note Label not applied: missing license; the note disappears by itself once they get a license.

11. The Emails page

The Emails page of a domain lists every email received, with the processes it was linked to and its assignment.

Click an email to expand it: subject, sender, recipients, date and full text appear in the row. Attachments appear as chips you can download.
Each process badge shows how many cases the email created or updated. Click it to see them; click one to open it, or Open all N cases to see them together.
The Assigned to column works as described in section 10, In the Emails page.

13. Licenses and billing

Free start — you can try YI Cases without a time-limited trial deadline, within the free email allowance configured for the service. The current allowance and your use are shown in the product; the manual does not fix that number. After it is used, a license is required for the features protected by the free-tier gate, such as proposal review, process editing, case search and Ask YI.
One license per person using YI Cases — the current plan defines the email and assistant allowances shared across the Organization. People without platform access need no license, and a person on several Teams uses one license only.
Prices and allowances — use Pricing and Settings → Billing / Utilization for current amounts, currencies, billing cycles, taxes where applicable and usage limits. Paid billing can be monthly or annual; usage limits are monthly even when billing is annual.
The Outlook add-in is included with the YI Cases service and applies your existing account permissions and service conditions.

Buying and managing licenses

Open Settings → Billing and click Upgrade.
Choose the available billing cycle and number of licenses. Stripe's secure payment page opens separately.
After payment, return to YI Cases and check the subscription and available licenses.

In Settings → Organization the Owner sees licenses purchased, assigned and available, and turns the License switch on or off for each person. When reducing licenses below the number assigned, choose which people lose theirs; their scheduled revocation is tied to the renewal date. Changes to paid subscriptions may create prorated charges or credits managed by Stripe.

Settings → Billing → Manage subscription opens the subscription-management portal. A scheduled cancellation is shown with the end of the paid period. Cancelling a subscription is different from deleting an account or requesting deletion of Organization data. Failed payments and subsequent subscription states can affect access; the product does not promise an additional fixed thirty-day consultation period.

For billing questions, export or deletion requests, contact support@yicases.com. The applicable Terms, MSA and DPA describe the contractual framework.

14. Account settings

Open Settings from the sidebar. It has four tabs: Account, Organization, Billing, Utilization.

Account — your name, email, password, language, text size and Time zone. YI fills the time zone in automatically from your browser the first time you sign in; choose a different one from the list at any time. Dates and times are shown in this time zone.
Delete account — in Account; type DELETE to confirm. If you are the only Owner of an Organization, transfer ownership first. Any subscription is cancelled at the same time.
Leave Organization — in Organization, available unless you are the last Owner.

15. Troubleshooting

My emails don't show up in YI. Check that the forward from your mailbox is still active (some providers ask you to confirm it again) and that emails are sent to the forwarding address shown in the setup instructions. With Microsoft 365, check in the domain Settings that the mailbox is still connected. If the problem continues, contact the person who manages the domain or write to support@yicases.com.
A case I expected isn't there. YI may have added the email to an existing case instead of creating a new one. Search for a keyword from the email, widen the period in the filters, and check that the right processes are ticked.
A value in a case is wrong. Mark the case as Not validated with an annotation explaining what is wrong, so your colleagues and the process owner can see it.
Ask YI can't find something. It only sees the domains and processes you have access to. If you have just joined, wait a minute and refresh.
I can't see a domain a colleague mentions. You probably have no access to it. Ask an Owner of the Organization to give you access.
An email was assigned to the wrong person. Change the assignment from the dropdown on the Emails page, or ask the Team assistant to adjust the rule.
A chat replied that it could not complete my request. Under that reply you'll find Report issue. Click it, optionally describe what you were trying to do, and press Send: the YI support team receives the details needed to look into it. The button then shows Reported.
The payment failed. Open Settings → Billing → Manage subscription and update the payment method.

Last revised: 2026-11-02.