Define the source scope
Every rollout starts with a clear source, connection, and decision about what should be collected.
Product
How it works
Polytrace connects to your sources, captures incoming records while keeping every version, turns them into search and structured data, flags important changes, and publishes controlled outputs for people and systems. The workflow stays explainable because every result stays tied to the source record behind it.
Principles
Core principles
- Trust-first capture
- Keep every version instead of overwriting history
- Outputs you can trace back to the source
- Focused services behind the scenes
- Access and sharing controls carried from source to output
Workflow
How this works in practice
Capture records without overwriting history
Discover, fetch, parse, and store new material while keeping a clear history of what arrived and when.
Turn captured records into working data
Use the same captured material for search, collections, extraction, review, monitoring, and sharing.
Keep access controls attached as results are shared
Keep access rules, redaction, and audit controls attached as information moves through the workflow.
Run it with focused services behind the scenes
Keep syncing, parsing, indexing, extracting, alerting, and sharing separate behind the scenes so the system stays reliable.
Comparison
What each part of the system does
| Layer | Primary job | Why it matters |
|---|---|---|
| Source connectors | Sign in, find data, and pull it from each provider | Keeps provider-specific behavior out of product logic |
| Capture service | Apply source filters and keep track of sync progress and parsing work | Makes capture explicit and repairable |
| Records service | Store records and their history with a clear source trail | Keeps a trustworthy system of record |
| Search and extraction | Turn captured data into search and structured outputs | Turns source material into working data |
| Change monitoring | Turn change events into alerts, digests, and insight outputs | Makes monitoring operational |
| Sharing and access controls | Publish controlled outputs with access and audit coverage | Lets teams share the result safely |
01
Define the source scope and what gets collected
Every rollout begins with a clear source, connection, and source scope. That is the difference between a trustworthy working layer and an opaque sync job that nobody can explain later.
Polytrace makes scope, exclusions, rescans, and progress explicit so teams know what is being collected, how it is being accessed, and where each run stands.
02
Capture records without overwriting history
Once a source is active, Polytrace runs the same core flow: discover, fetch, parse, match to the right record, and save. Hosted inboxes and archive uploads add the source-specific steps they need, but they still land in the same record model.
Because Polytrace keeps earlier versions instead of overwriting them, retries and reprocessing are easier to trust. The system preserves what happened instead of rewriting history.
03
Turn the record into useful working data
From that capture layer, teams can search the underlying record, extract structured fields, review corrections, monitor changes, and share outputs without rebuilding the same logic in several different tools.
That is why the product supports many surfaces. Polytrace is the shared data layer underneath those surfaces.
04
Keep access and sharing controls attached from source to output
Access controls, redaction, and audit events are carried through the output path so teams can share the result without losing accountability.
That separation matters because sharing rules should control who can see the output while leaving the underlying captured record intact.
05
Run it as focused, repairable services
Polytrace separates syncing, parsing, indexing, extraction, change monitoring, and sharing into dedicated services and workers. Slow or failing background tasks do not need to block capture or the user-facing app.
The result is easier to operate, easier to repair, and easier to extend with new providers and output channels.
Related pages
Go deeper from here
Use the closest product, workflow, or security page to continue the evaluation.
Product overview
Polytrace turns operational communications into usable working data teams can trust.
Open pageCapture from email, files, and websites
See how Polytrace brings inboxes, files, archives, and websites into one capture workflow with clear scope and controls.
Open pageExtract structured data
See how Polytrace turns messy records into fields, evidence, and up-to-date operating tables teams can use.
Open pageShare controlled outputs
See how Polytrace publishes controlled outputs to the right audience without overexposing the full record.
Open pageFAQ
Common questions
What sources does this support?
Polytrace works across email messages, attachments, archive files, shared-drive documents, calendar data, and captured website content. Exact rollout scope depends on the workflow, permissions, and how much of the source record the team needs to keep available.
Does Polytrace modify source data?
No. Polytrace captures records, keeps later versions, and creates search indexes and shared outputs without changing the underlying source data.
How are failures and repairs handled?
Runs are explicit and repairable. Teams can resume work, reparse, or rescan with controlled policy changes instead of relying on silent background fixes that are hard to audit later.
Why separate collection from sharing controls?
Because access, redaction, and sharing controls should govern the output path while leaving the underlying captured record intact. That keeps the evidence stable while still allowing different audiences to see different views.
What should you read next?
A useful next step is a specific product page such as capture, extraction, monitoring, or controlled sharing. If your team is already in technical review, continue with the security pages.
Next step
See the full workflow in a live demo
A strong walkthrough starts with one real process and follows it from source capture to the controlled output people actually use.