Documents and AI
Uploading your first document
What happens when you drop it in, and what to decide next.
Uploading is dragging the file in. What is interesting starts afterwards, because what happens next decides whether that document will be useful or just another copy in a new place.
What happens when you drop it
- 1
It is stored as is
Encrypted and untouched. The original is never modified: that is what lets it serve as evidence.
- 2
It is read, if that type has reading enabled
The values that matter are extracted: dates, amounts, identifiers.
- 3
It becomes searchable by content
Not only by filename, which is how almost nobody looks for it.
What to decide right then
| Decision | Why now |
|---|---|
| If it expires, set the date | It is when you have it in front of you. Nobody looks at it again later |
| Where it goes | By client, site or project: by whatever people ask about |
| Who should see it | Especially if it carries personal data |
Worth knowing
The expiry date is what turns a file into something that warns you. A document without one is stored paper; with one, it is an alert eleven months from now.
Watch out
Before uploading something with another person's data — an ID document, a payslip, a medical report — consider whether you genuinely need to keep it. What is not stored cannot be lost.
›Up to what size?
30 MB per file, which covers practically everything.
›Can I upload several at once?
Yes, by dragging a selection or a whole folder.
›Can it be replaced with a new version?
Yes, and the previous one is kept with its date.
A real case
The situation
Someone uploads their twenty suppliers' insurance policies without setting dates.
What you do
- Goes back and marks each one's expiry
What you get
Eleven months later twenty warnings arrive by themselves, instead of it surfacing during an inspection.
The situation
The first document is uploaded without knowing where it goes.
What you do
- Picks the file before uploading
What you get
The document lands where it will be looked for.
The situation
It is uploaded and nobody knows whether it was read.
What you do
- Checks whether extracted data appears
What you get
You know what the system did.
The situation
A confidential document is used for the trial.
What you do
- Uses a test one the first time
What you get
Learning compromises nothing.
The situation
It is uploaded and the tab closed before it finishes.
What you do
- Waits until it appears in the list
What you get
The upload is confirmed.
The situation
The worst scan available is used for the test.
What you do
- That is exactly what is worth testing first
What you get
You know the worst case before deciding.
This article answers
- how do i upload a document
- drag files into the platform
- what happens when i upload a pdf
- where are my documents stored