A short-term fix is to establish the habit of 'whenever there's a decision, leave a record'—summarize key replies from Email or messaging apps and add them to the corresponding document or case. But this requires discipline, and the later you record, the less detail remains. The more fundamental solution is to change work habits: for future quotation confirmations, condition modifications, and shipment approvals, complete them in the same version-controlled environment rather than going back and forth in Email and then manually updating the system afterward. If the volume of past data is large, you could consider using AI to assist with initial cleanup and structuring, but you'll need manual verification to ensure the records reflect fact, not AI speculation. The core principle is: let 'decision' and 'record' happen in the same place at the same time.