The Documents page is the home of everything you have uploaded. It is a data grid with filtering, sorting and export, and a right-click menu that gives access to every action on a document.
The documents grid#
| Column | Content |
|---|---|
| Name / Extension | File name without extension, and the extension. Split pieces are named after the original plus the detected type, e.g. Scan_0142_General Purchase Order. |
| Version | Version number, increased each time a file with the same name is uploaded again (when versioning is on). |
| Pages | Page count. |
| Content type | The accepted extension the file was matched to. |
| Type | The document type, detected automatically or set by you. |
| Status | Pipeline status; see Document statuses. |
| User / Created | Who uploaded the file (the system user for API and email uploads) and when. |
| Tags | Labels attached to the document. |
Filtering and views#
- Search box filters all visible columns as you type.
- Filter row and funnel icons filter a single column, with value lists for status, type and content type, and a date picker for Created.
- Show latest version (on by default) hides older versions; switch it off to see the full history in the grid.
- Hide combined files hides bundled originals that have been split, leaving only the individual business documents.
- The icons above the grid show the change history, export the grid to Excel, clear all filters and sorting, and refresh the data.
Document actions#
Right-click a row (or a selection of rows) to open the context menu.
| Action | What it does |
|---|---|
| Edit | Change the document's properties. |
| Compare selected | Available when exactly two documents are selected. AI produces a report of how they differ. |
| Delete | Deletes the selected documents after confirmation. |
| Show versions | Lists every version of the document and lets you compare two versions. |
| Tags | Add or remove tags on the selected documents. |
| Document type | Assign or change the type. The document is then processed with that type's schema. |
| View → Original / Text / Json | Opens the viewer on the chosen tab. |
| View → Parent | For a split piece, opens the bundled file it came from. |
| Docuflow AI functions | Opens the AI assistant for the selected documents; see AI features. |
| AI interaction history | Every AI request made for this document, with prompt, model, priority, status and response. |
The document viewer#
The viewer has three tabs:
- Original: a PDF preview of the file (non-PDF formats are converted; see In-app preview).
- Text: the text extracted by OCR, with a Copy button.
- Json: the extracted fields. Recreate JSON sends the document back to AI to re-analyze it, which is useful after you improve the document type's schema. The result arrives in the background and you are notified when it is ready.
Use Download to save the original file.
Versions and automatic comparison#
When UseVersioning is on, uploading contract.docx a second time creates version 2 of the same document
instead of a new one. With UseAutoCompare also on, AI compares each new version with the previous one and emails
a summary of the changes to the address in AutoCompareResultEmail. Comparison reports are kept for
7 days by default.
POST /api/documents/record are registered directly for OCR and skip version detection.
Tags#
Tags are defined by administrators under Admin → Organization Management → Tag Editor and applied from the context menu. Use them for anything your document types don't capture, such as To review or a project name.
Duplicates#
Admin → Document Functions → Duplicated documents lists documents that share the same content and size,
so you can review and clean them up. How new duplicates are treated is controlled by DefaultDuplicateBehaviour.
Reports#
My reports (left menu) opens the reports assigned to you. Administrators design reports under Admin → System administration → Reports and assign them to users under Organization Management → User - Reports.