Intake

When to use Intake

Intake is useful in scenarios such as:

• You are a customer service agent and want to create a Cart on behalf of a customer, edit it, and hand it over.
• You are a sales representative and want to create a Quote from a customer request, or freeze a Cart.
• You are a customer service agent and want to save a customer's product list as a Shopping List that they can turn into a Cart later.
• You are a developer and want to validate how a Cart behaves given realistic input.

Permissions

To grant access to non-administrator users, do the following:

1. Click the profile icon, and then select Manage organizations & teams.
2. Select the Organization and Team.
3. In the Permissions tab, from the Select Project list, select the Project for which you want to set permissions.
4. Expand Permissions for Agents, and then enable View and edit all: Agent Intake.
5. Expand Carts and Orders, and then enable View all: Carts and Orders.

Input methods

You can provide information to Intake through free text or by uploading a file. Intake supports the following file formats:

• PDF
• TXT
• CSV
• DOCX
• XLSX
• EML
• Markdown
• HTML

Intended workflow

1. Open Intake from the Carts, Quotes, or Shopping Lists page.

2. Upload a file or provide free text. The information Intake needs depends on whether you want a Cart or a Shopping List:

   Information	Cart	Shopping List
   Customer email address	Required	Required
   At least one Product	Required	Required
   Country code, used for pricing and tax	Required	Not used
   Name for the Shopping List	Not applicable	Required

   Wording such as "shopping list" or "save this list for later" tells Intake to create a Shopping List. Without it, Intake creates a Cart. If required information is missing from your input, Intake asks for it, including the name of the Shopping List.

3. Intake extracts the information and creates the Cart or Shopping List.

4. Review the result.

Carts

1. Review the parsing status to understand how well the input was parsed and mapped to your catalog:
   • If the status is Fully parsed, the Cart is ready for review.
   • If the status is Partially parsed, review the missing Products listed above the Cart table, and make any necessary manual adjustments to the Cart.
2. Review the Cart. Make any necessary adjustments to the Products, quantities, prices, or addresses.
3. Choose one of the available next actions:
   • Go to cart: Opens the Cart in the Cart list for additional processing.
   • Freeze the cart: Locks the Cart from further modifications and preserves its current state.
   • Create draft quote: Creates a draft Quote based on the current Cart contents.
   • Start new conversation: Starts a new request without deleting the current parsed Cart, letting you begin fresh while preserving work already completed.
   • Delete cart: Deletes the Cart so you can start over with a new request.

Shopping Lists

Intake shows a read-only summary of the Shopping List it created, with its name, description, and Line Items. Products that couldn't be matched to your catalog are listed in the summary with the reference that was used to search for them.

Agent instructions

Agent instructions describe how Intake should parse documents in your Project. The agent applies them to every request. Intake follows these instructions unless they conflict with validation rules or ask for fields that a Cart or Shopping List doesn't support.

Use agent instructions for rules that are specific to your business, for example:

• Specify how to read a product identifier, such as a 13-digit ISBN.
• Specify which identifier to prefer if your invoices list more than one per product.

Edit agent instructions

1. To open the configuration, click Settings in the Intake panel.
2. Enter your custom agent instructions.
3. Click Save instructions.

Custom search attributes

Intake matches products in a request against your catalog. The following fields are always searched:

• Product name
• Product key
• Variant key
• SKU

Edit search attributes

1. To open the configuration, click Settings in the Intake panel.
2. Click Add custom attribute, and then search for your Attribute's name.
3. Select the Attribute. Your changes are saved immediately.