How to add records and saved lists to a project
open_in_newOpen AI Projects in Genayaarrow_outwardA project holds references to your records, nothing more. When you or Genaya AI look at the project, the records are read live through the same permissions you have everywhere else - so a number is never stale, and a teammate whose role hides costs or another company's work sees their own view of the same project. A record you cannot open cannot be added, and one you cannot see is counted ("1 record you cannot see"), never shown.
- 1Add a record
Open the Context card on the right. The panel head carries one Add button: press it and a row opens at the top of RECORDS with three choices - Record, Saved list, Source. With Record chosen, type two letters and the results list right under the field, inside the panel - the same search as the chat's @ mention: clients, visits, invoices, estimates, leads, campaigns, booking pages, rooms, properties and more. Enter adds the highlighted row, Escape closes the row. A record already in the project is grayed with "Already in this project"; when the project holds its 50 records the Record choice is disabled and says so.
- 2Open Related
Each record you added is one row: its icon, its name and its kind, with a small Related chevron that unfolds what is related, found at the moment you look: a client's visits, invoices, estimates, payments, subscriptions, payment schedules, signed documents and files, and through her phone number the calls, texts and inbox conversations. Remove on a row takes the record out of the project; the record itself is untouched.
The Context panel: RECORDS, SAVED LISTS and SOURCES as plain groups with a count, the client you added, and what your role cannot see. - 3Add a saved list
Press Add, choose Saved list, and the panel slides to its own second screen with a back arrow: pick a record type, then the fields Genaya knows for it, its status words and a date range - "invoices, status open, this quarter" - and press Save the list at the bottom. The list renders as one line under SAVED LISTS so Genaya AI runs exactly that filter when you ask "what is still open". Building a list field by field is on the web app for now; the phone says so under SAVED LISTS.
- 4Show what Genaya AI made here
When Genaya AI creates something inside the project - an estimate, an invoice, a task, a note, a document to sign - it is filed in the project automatically. Those rows stay folded until you turn on the Show what Genaya AI made here switch at the end of RECORDS. Save to project on any answer keeps the text of the answer as well.
What comes along with a record
| Record you add | What shows under Related |
|---|---|
| Client | Visits, invoices, estimates, payments, subscriptions and payment schedules, addresses, signed documents, files; through the phone number, the calls, texts and inbox conversations. |
| Visit (appointment) | Its client and property, the invoices, estimates and expenses on the job, payments, the payment schedule, the room, the documents to sign, appointment notes, files, and the booking that created it. |
| Lead | Its contact, calls and texts, and the visit or estimate it turned into. |
| Property | Its client, the visits at the address, the invoices on those, and the files. |
| Campaign | Its audience, sends, replies, and the leads and bookings it produced. |
| Tasks, notes, reminders | No links of their own: add them directly, or let Genaya AI make them in the project. |
Inside the project, "the invoice" or "the client" means the one in the project. Genaya AI reads the live record before it answers and links it - "From invoice 1042" - so you can open it from the answer. Numbers are never remembered; they are read.
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