With the AI-based intelligent storage system called PIA, PaperOffice can automatically recognize and index all your documents, read out their entire content and then automatically store them in the correct target folder.
Fill in the required fields yourself, link them to contacts, store notes and do all the work that normally has to be done manually, which is usually laborious and time-consuming.
The automated completion of the fields is generated thanks to the document templates, the storage through the storage masks.
The PIA storage dialog is only displayed if the storage mode has been set to "Show PIA storage dialog".
After the document has been dragged into the PaperOffice interface or added in any other way, PaperOffice starts the recognition process.
PIA storage dialog - first icon / unknown document / possible duplicate
The PIA recognition process has two different icons.
The symbol with the question mark means that this document has proven to be an "Unknown" document for PIA and should be learned in. The label "Unknown document" will then be visible under the current tab.
At the same time, it means that no document template and filing mask will work and the information should be entered manually.
Possible duplicate with unknown document: In addition to the unknown document, a symbol with the scales can be displayed instead of the preview image, which means that a possible duplicate has been recognized by PIA.
In the event of a possible duplicate, you can have the document preview open in the new window by clicking on the button "Open document preview in new window", call up the existing one and cancel the process by clicking on "Cancel and call up document" or ignore the warning message and continue.
At the same time, it also means that this document has not yet been trained.
You can cancel learning in of the document template at any time and, if necessary, store your document manually.
You can click on the button "Store document manually", manually tag the document and save the process by clicking on "Save".
Or click “Save” immediately and save the document in the currently selected folder without keywording.
If you want to skip learning your document template and simply assign a storage mask, you can do this as well.
If storage masks have already been created, you can load them into the selection list by clicking with the left mouse button and select one of the listed storage masks. All keywording characteristics and storage rules that were stored for this storage mask are loaded.
PIA storage dialog - second icon / recognized document / possible duplicate
The second symbol with a check mark means that a document with the characteristics has already been taught in (document template) and PIA has recognized it.
In addition to the recognized document, a symbol with the scales can be displayed instead of the preview image, which means that a possible duplicate has been recognized. This means that you have already archived the same or a similar document in PaperOffice and PIA has recognized this as a possible duplicate.
The numbers next to each tab indicate the number of automatically recognized document properties (even for documents that have not been taught in). In particular, PaperOffice has powerful AI modules for this purpose, which with PIA AutoFill automatically recognize data in the document (if possible), read it out and fill it in automatically.
Now click on “Store document manually” or the second tab labeled “Base” to define the basic properties of the document.
"BASIC" tab - basic properties of the document
What document properties are and what can be stored is described in detail in a separate Helpdesk entry.
Now you can define the basic properties of the document, such as document name, dates and comments.
Click in the first input field labeled “Document name or document number” if you want to change the description of your document.
At the same time the button “Insert text from OCR” becomes visible. PaperOffice PIA extracts the entire raw text from the document and places it like a layer over the transparent preview of your document.
PaperOffice tries to preserve the document layout as best as possible.
Click on one of the containers to accept it and close the window.
Dates of a document
The next area of the currently selected tab relates to the dates.
You can enter the date in the field under the label "Date on document / receipt date" or correct an existing one that is stated on the document (such as an invoice or an offer). The KI module PIA integrated in PaperOffice tries to read the document date from your document when adding the documents.
The area that PIA tried to read out and automatically entered a value is marked with a blue line in the corresponding area.
Entering the date is very helpful if you e.g. Later, in your advanced search, you want to filter explicit documents for a specific document date and then send this to your tax advisor.
To save a date or to change an existing one, click with your left mouse button in the field under the designation "Date on document / receipt date" and select the corresponding date in the calendar. You can also have today's date entered automatically by clicking on the calendar symbol with the green tick.
If the document has arrived by post, "Incoming mail on" can also be noted with a date. As with the specification of the date on the document, the incoming mail date is also taken into account as a filter setting in the advanced search.
To save a date or to change an existing one, click with your left mouse button in the field under the designation "Inbox on" and select the appropriate date in the calendar.
As with the receipt date, you can have today's date entered automatically by clicking the calendar symbol with the green check mark.
For work on a workflow or work assignment in a team, the due date can be assigned in the currently selected tab.
This option is very useful. You can also filter for this document in your advanced search (as with the dates mentioned above) by explicitly clicking the due date in the filter information.
In addition to this, this document will also be specified in your or your network briefing under “upcoming” or “due” events. Every time you start PaperOffice or thanks to manual access, you can see at a glance when documents are due for the next 14 days or when the due date of the document has been missed.
As with the fields described above, today's date can also be selected here by clicking on the calendar symbol with the green tick.
The calendar symbol with the "1d" means that tomorrow's date is entered.
The calendar symbol with the "1w" means that today's date will be entered in 1 week.
The calendar symbol with the "1w" means that today's date will be entered in 1 year.
The same applies to the date of the "resubmission on" as to the due date.
Enter the date for the resubmission of the document and you will never forget important deadlines again. The date under "Follow-up on" is also recorded in your daily briefing and you will be reminded if something has been put on follow-up.
As with the dates described above, the date of the resubmission is also taken into account as a filter setting in the advanced search.
Comments on the document
Additional bullet points or comments on documents can easily be made in the "Comments" area. Many tools for upper and lower case, underlining and listing are available to you.
Location / folder
In the next step, select the storage location for your document.
If you want to select an already existing folder, click on "Select" and select a folder for it on the left by clicking it with the left mouse button and thus accepting it.
After a folder has been selected, the storage path is updated under "Preview of the storage path".
Among other things, you can also create "automatic sub-folders", such as Create year / month and a manual folder without leaving the administration mask. The preview of the storage path is updated accordingly.
If a completely new subfolder has to be created, you can easily enter the name under "Manual subfolder". After saving, this subfolder is created under the main folder previously selected in the interface and the document is stored in this subfolder.
If you move the left mouse button over the preview image, the area is shown enlarged.
However, you can also open the document page in your own window by clicking the "Own window" button.
"ADVANCED" tab - Extended properties of the document
Further document properties are specified under the "Advanced" tab.
You can activate workflows for the document, which are executed as soon as the document is saved.
Left-click in the selection list and select a predefined workflow.
What workflows are and how you can store them. is described in detail in a separate Helpdesk entry.
Further document properties such as document status, document type, keywords, original storage location can also be assigned to the document under extended document properties.
How you manage the document properties is described in detail in a separate Helpdesk entry.
In addition, you can link the document to a contact under the extended tab. This document is also displayed when you open the contact management and select the contact.
Every receipt that is added to PaperOffice is largely tagged by the PIA AutoFill. This powerful module tries to automatically recognize certain amounts and fields in advance and to store them under the "Receipts" tab. Of course, you can manually add further fields that could be relevant for your tax advisor and account assignment, for example.
How the legally compliant document capture works in PaperOffice is explained in a separate video.
The recognized data are entered under the "Receipt" tab next to the corresponding fields and are used, among other things to search for these in PaperOffice, but mostly so that you can pass on the stored information together with the documents in the form of an Excel file to your tax advisor or carry out evaluations of any kind using the Excel export and thus an evaluation from the advanced search.
The fields marked with the blue line mean that the fields were automatically read out by PIA AutoFill and entered in the corresponding fields. You can of course correct the data manually by left-clicking in a field and entering another value.
To remove a value, click in the field with the left mouse button and press the "X" icon.
According to information under document number, total net, total gross, total VAT, booking text, comment and UstID. can be searched later in PaperOffice.
"USER DEFINED" tab
The user-defined fields allow maximum customization options for your documents. In this way, completely different user-defined fields can be added, which are not available for keywording by default.
Custom fields you have created yourself can be integrated directly into the document. In this way, specific information can be saved directly in document properties and you no longer need separate applications because the input fields required for this are already directly available.
How to create and manage user-defined fields is explained in a separate Helpdesk entry.
After the document has been tagged in detail, you can save it in PaperOffice by clicking on "Save".
In addition to this, additional settings can be made for the PIA dialog by clicking on the arrow next to the "Save" button.
Save / PIA starts with this tab:
Document analysis: Click on the entry and the next time a document is added, the PIA dialog starts with the document analysis tab.
Basic: Click on the entry and the next time a document is added, the PIA dialog starts with the "Basic" tab.
Extended: Click on the entry and the next time a document is added the PIA dialog starts with the "Extended" tab.
Receipt: Click on the entry and the next time a document is added, the PIA dialog starts with the "Receipt" tab.
User-defined : Click on the entry and the next time a document is added the PIA dialog starts with the tab "User-defined".
Save / quick actions:
In addition, quick actions can be carried out.
Click on "Save original file as ..." and in the next step you can also save the original file in the file directory.
After clicking on "Convert to DOCX file and save as ..." your file will be converted into a DOCx file and saved in the desired directory.
Save / manual versioning:
If PaperOffice has not recognized the file as an already archived file and therefore does not want to version it, but you want to save this document as a new version for the document marked in the background, you can click on "Add as new version for the marked document" version the document manually.
Save / task:
You can assign a task to the document. Click on "Save and assign task" - this will save the document and in the next step the window with the task management opens, where you can easily assign a task to the document.
Clicking the button cancels the saving of all documents and closes the PIA dialog.
Do not save document:
Clicking the button cancels the save process and closes the PIA dialog.