The Graph
The people, organizations and projects in your messages, kept up to date by themselves.
- People
- Filter and sort
- Owner
- Fields and tags
- Import a spreadsheet
- One organization, several websites
- Add someone or an organization
- Notes
- Edit someone
- Same person?
- Job title and photo
- Delete someone permanently
- Who's who
- In a Work Fleet
- Organizations
- Projects
- A card about someone
- What it knows about someone
Your Machine builds a map of who you deal with and what's going on, from your messages, meetings and decisions. Nothing to set up, and it stays on your Machine.
People
Everyone you're in touch with, closest first. A person's page starts with their photo, name, title, organization and place, and one line on how you're in touch ("Talk daily · last Fri, Oct 23 · next meeting Tue, Oct 27"). Below that:
- Contact: their phones and emails. Tap one to call or write, or Copy it.
- About you: what they are to you, Work or Personal contact, and your Family or Fleet, with See in Fleet.
- People and Projects they're part of, Open between you (promises both ways, with Done and Drop), and their Timeline.
Someone's addresses and chats are joined by themselves when it's clear they're one person, like a work email with their own address in CC.
The Work and Personal tabs list only those contacts. Download CSV, under the order menu, saves the tab you're on as a spreadsheet, also for Organizations and Projects.
Timeline
Every person and organization page has one, newest first: email, meetings and their Zoom summaries, Intercom conversations (open or closed, with Open in Intercom), WhatsApp, Slack, LinkedIn and X chats, cards, promises and project moves. The chips on top show one source at a time. Show more loads older ones.
Meetings still to come sit apart on top under Coming up, soonest first; Show all upcoming shows the rest. A meeting on more than one of your calendars shows once.
An organization's timeline has its people's messages and the Intercom conversations from its domain. Your timelines are yours: the team's Graph shows only what your sharing rules allow.
Filter and sort
Filter, next to the tabs on People, Organizations and Projects, narrows the list by owner, tag, board, stage, organization, value and expected close date. People and organizations match through their open projects.
The filters you picked show above the list, with Clear. The order menu also sorts by Value and Close date. Your Machine does the filtering, so long lists stay fast. On a phone the filters open as a sheet.
Owner
In a Work Fleet, each person, organization and project has an owner: Owner under About you on its page. It's you, unless you pick someone from your Work Fleet. Mine, next to Filter and on a board, shows only yours. A board card shows its owner's name. Each change shows in its timeline. A record shared with your team carries its owner with it, under the same sharing rules as the rest.
Fields and tags
Edit fields under Fields on a person, organization or project fills in your own fields. New field adds one for all of that kind: text, number, date or a choice from a list. Remove takes a field away for all of them.
+ Tag adds a tag, like VIP or partner; × takes it off. Tags show in the lists and Filter finds them. A record shared with your team carries its fields and tags with it.
Import a spreadsheet
Import CSV…, under the order menu of People, Organizations or Projects, adds a spreadsheet saved as CSV. Your Machine guesses which column is which from the headers and what is in them; change any of them.
When your model can run, it checks the columns too, in any language and however the headers are spelled, with a short reason where it isn't sure. It sees only the headers, a few values per column and the cells the rules couldn't read, on your Machine like a review. Without it, the guess from the headers stands.
Review, next to the fixes suggested, lists easy fixes as before and after: extra spaces, names in capitals, phone numbers in international form, email typos (gmial.com), websites as their domain, dates and values in any format ("€12k" is 12000), several tags in one cell, a stage spelled differently from the board's, and the same row twice.
Untick a kind or a single row to leave it as it is. Nothing is fixed unless it's ticked.
The preview shows each row as new, matching one already in your Graph, or skipped, with why. A match is the same email for a person (else the same name at the same organization), the same website or name for an organization, and the same name for a project.
Import adds the new ones and fills in the matches; an empty cell changes nothing. Undo right after, or Undo last import under the order menu, takes the last import back while those records have not been changed since. Later corrections are kept: if Undo would overwrite one, it explains why instead. The file stays on your Machine.
One organization, several websites
⋯, Same organization as… on an organization's page makes it part of another one, with its people, projects and notes. Add a website… adds one more of its websites, like its .io next to its .com: people with an address there join it, and its details are looked up for every website.
They're listed under Websites, each with Split off to undo it. Later edits to the combined organization are kept. Organizations that look like doubles show under Same organization?: Merge or Not the same.
Add someone or an organization
New person at the top of People, New organization at the top of Organizations, or, on a phone, + in the top bar. Give a name, and for a person an email and organization if you have them; for an organization, its website. When someone like it is already in your Graph, the form shows them first, so you can open that one instead. Add opens the new page.
Someone you add stays, also with no messages yet. Their first message joins them. An organization you added can be deleted from its ⋯ menu while nobody is in it.
Notes
Edit on a person's or organization's page has a Notes field, for anything you want to remember. Notes show on the page and stay through merges.
Edit someone
Edit, at the top of their page, changes their name, title, organization, location, LinkedIn, phones and emails, what they are to you, and Work or Personal. Save keeps it, Cancel leaves it as it was.
Your edits stay, also when their details are looked up again or a review reads something else, and through Merge and Undo. Empty a field to use the looked-up value again. An empty name brings back the one from their messages.
Same person?
When two people might be one, their page asks if they are the same person, and People lists them under Same person?. Merge joins them, with all their messages, notes, roles and projects. Not the same keeps them apart for good.
Merge all merges every pair in the list at once, except the ones you marked Not the same. Undo right after splits them all again.
A joined person's page lists why under Joined from. Undo splits them again.
To join two people yourself, open one of them, then ⋯, Same person as… and pick the other.
Job title and photo
People with a company address get a job title, photo, LinkedIn and city, looked up like organization details. Only their name and company domain are sent on a hosted Machine. Turn it off in Settings, under Security: Look up work contacts.
Your connections fill in more as they run, with what they already read and nothing extra asked: a title, phone and time zone from Slack, a bio, place and website from X, a headline and photo from LinkedIn, and job titles from Google contacts and Salesflare. What someone says about themselves comes first. Hover over the line under their name to see where it came from. It all stays on your Machine.
WhatsApp pictures come through your always-on WhatsApp sync, when it allows them: up to 50 a day, only for people already in your Graph. Nothing is sent to them.
Delete someone permanently
On their page, open the ⋯ menu and pick Delete permanently…, then Delete. It removes them and what your Machine knows about them: their entry, addresses, looked-up details, the messages only between the two of you, and notes about them. Cards that involve them stay, with their name taken out. They won't be added again. It can't be undone.
Who's who
Roles your Machine read in your messages, waiting for your word. ✓ Right confirms one; Edit opens their page in Edit. It learns from your edits. This shows only when roles are waiting.
In a Work Fleet
Client work is shared with your teammates' Machines, and theirs shows in yours. Each thread shows Team or Only you. See Team Graph.
Organizations
Companies, from the addresses and names in your messages. See Organization details.
An organization's page is built like a person's: its logo, name and what it does, one line on how you're in touch, then Contact (its website and LinkedIn), About you (what it is to you), the people there and its Timeline.
Its Projects list open ones first, each with its stage. Their moves show in its timeline. Edit at the top changes its details and what it is to you. Ask the Fleet who knows it finds a way in through your Fleet.
Mail from email warm-up tools is kept out, under "Hidden as warm-up", with Undo per domain.
Projects
Named by your Machine from what your messages are about. Signals that look like they belong show as "probably part of it". Renaming a project to another project's name joins the two.
Or run them by hand, like deals in a CRM:
- New project: at the top of a board, + Add under a stage, New project at the top of the list, + in the top bar on a phone, or from a person's or organization's page. Give it a name, a board and stage, an organization (search your Graph, or Add a new one), a value, an expected close date, people and notes. Projects already in your Graph with a name like it show first.
- Edit on a project's page, or Edit in a card's ⋯ on the board (or press E on a card). It changes all of the above.
- Won or Lost, with why. Won moves it to the board's last stage, Lost to Stalled or declined. Reopen undoes it.
- Archive takes it off the board and lists; a new message about it brings it back. Delete removes it for good; its messages and people stay.
- Move a card by dragging it, or with ⋯, Move to on a phone. Your move stands until a newer message moves it.
A project's organization
Each project can be linked to one organization. Its page, its row and its card on the board show it, and it links there.
When nobody picked one, your Machine sets it from the people on the project and its messages, leaving out your colleagues. It only does that when one organization is clearly the other side: personal email like Gmail never counts, and a project with several companies stays without one. The project form then says "From its people".
Your pick in Edit always stays, also when you take it off. Same organization as… moves an organization's projects along, and Split off moves them back.
Boards
Projects of one kind in stages, like an evaluation pipeline. ⋯ on a board: Edit board (name, stages, which projects belong), Open on this board and New board. Reviews keep adding projects that fit and place them in a stage. When they aren't sure, the board shows "2 projects could belong here": Add or Leave out.
Tick a few, or Select all, to do them at once, and Undo right after if you change your mind. A project that bundles several counterparts becomes one project per counterpart when you add it.
Pipeline, at the top of a board, adds up the value of its open projects per stage, and what's expected to close per month from their close dates. Won, lost and stalled projects aren't open; what you won this month shows apart. Values are in euros unless your Machine is set to another currency. Mine counts only yours.
A new board, or a suggested board you save, looks through your whole history once. It finds projects and organizations that fit, makes one project per organization and puts each in a stage. The header says "Looking through your history…" while it works, then how many it added and how many wait for you to review. An Only-you board keeps what it finds to you.
A card about someone
New card in the ⋯ menu of a person, organization or project starts a card about them.
What it knows about someone
Under Known about, each fact has a menu:
- Forget deletes it everywhere.
- Not about them only takes it off that page.
Something missing or out of date? Write to support@themachine.computer.