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Common Workflows

This page walks through complete, end-to-end processes for the most common things you'll do on the platform.

Workflow: Process a new stack of paper documents​

  1. Scan your documents to PDF, if they aren't digital already.
  2. (Optional) Clean up scans. If pages came out sideways, or you scanned some pages you don't need, run them through PDF Cleanup first.
  3. (Optional) Merge related files. If a single document was scanned as several separate PDFs, combine them with PDF Merger before uploading.
  4. Create a Batch Job, choosing the appropriate Document Type and job type for your volume.
  5. Review the completed job, correcting and approving each document - or using bulk approve for documents with no flagged issues.
  6. Search or export your newly processed documents as needed.

Workflow: Set up a brand-new document category​

  1. Identify the fields you actually need - resist the urge to extract everything on the page; focus on what you'll use.
  2. Create any Catalogues your fields will depend on (see Managing Catalogues) - do this first, since Catalog fields need an existing catalogue to point to.
  3. Create the Document Type, either from scratch, from a Load Template, or using the AI Assistant with a sample document.
  4. Test it by running a small batch job (just one or two sample documents) before committing to a large upload.
  5. Refine. If fields consistently need correcting, consider adding Field Rules, adjusting field descriptions, or marking a field Review Required.
  6. Scale up once you're confident the Document Type reliably extracts the fields you need.

Workflow: Build a recurring export​

  1. Run a search that captures exactly the documents you want to include (a specific Document Type, date range, or field filter).
  2. Save it as a Search Preset so you don't have to rebuild it next time.
  3. Create an Export Preset mapping the fields you need to the column headers your downstream system (spreadsheet, accounting package, etc.) expects.
  4. Next time you need the export, re-apply your Search Preset, then use Export → Quick Export with your saved Export Preset.