Main concepts
Last updated
Last updated
Navigation in SmartDocumentor is done through the side menu, which you can fully display or minimize by clicking the circle next to the product’s logo.
SmartDocumentor's menu contains the following options:
Documents – where you’ll be able to process anything, from invoices to audio files.
Templates – where you can train SmartDocumentor to retrieve and process data from new templates outside the regular invoice/receipt models.
Statistics – where you can check metrics related to your organization’s data processing using SmartDocumentor.
Workspaces – where you can change the settings of the current workspace.
Organization – where you can manage the users in your organization.
Licensing – where you can manage your SmartDocumentor subscription.
Additionally, you’ll find a Workspaces menu on your right, opposite the main menu, where you can create and switch between workspaces.
Most of a user’s time in SmartDocumentor will be spent in the Documents section, which is composed of an All, a Batches, and an Archive subsection. Tasks that need reviewing will be stored in the All subsection while reviewed tasks will go to the Archive subsection where they’ll stay for 31 days, by default, before being erased.
Below Documents, we have the Templates section, which lets users create their own document template and train AI to recognize the fields on that model.
Next, we have the Statistics section, which presents basic statistics on the work being done in your workspace. Workspaces can be individually selected, and selecting more than one will aggregate their information into a single report.
As the name implies, Workspaces is where you can create and manage the workspaces we’ve been talking about.
Our next section is Organization. Here, you can change your organization’s name and manage user permissions and access to SmartDocumentor.
Finally, we have Licensing. A SmartDocumentor license gives the user an assorted number of credits they can use. In the first tab of the Licensing section, you can buy and activate a SmartDocumentor license. In the second, you can see how your credits are being used. As we mentioned, if you want to try SmartDocumentor before purchasing a license, you can create a trial account, which has 30 credits to spend however you choose.
To create a workspace in SmartDocumentor, click Workspaces from the sidebar. The workspaces navigation column will appear next to the sidebar and at the top of this column you can find the Create button. Click it and a modal window will open. You can name your workspace and write a brief description of it. You can set it as your default workspace (i.e., the one that will always appear first when you later access your workspaces). Finally, you need to select a template for your workspace:
Receipts – to process receipts from multiple countries.
Invoices (universal) – to process invoices from multiple countries.
Invoices (Portugal) – to process invoices from Portugal, which must be compliant with a QR code standard.
Document anonymization – to redact data from documents.
Image anonymization – to censor elements in images, like faces or text.
Transcripts – to transcribe text from audio and video files.
Hit Create to create your workspace, and let’s explore its settings in the Workspaces submenu. In the Basic tab, you can change the settings you applied in the modal window (name, description, set as default). Under users, you have a role overview that tells you how many users you have in each role, plus a button that lets you invite new users to this workspace. When you click it, a modal window pops up with a field to input a user’s email address. Once you do, you can edit that user’s name and set their role, picking from the drop-down menu. Each role’s permissions are described alongside it.
Next up, we have fields, if your workspace is doing anything other than Transcriptions. This is where you can set which fields SmartDocumentor should automatically detect when you upload a document or image to this workspace. By default, all pre-set generic and table fields are enabled, but you can toggle them off if you don’t want some types of data to be captured. You can also click the Add New Field button to add a new field to the Generic and Table lists, in which case you must enter the field’s category key (readable by the machine) and a display name (readable by users). You can also write a short description of this new field, attribute it a fill and border color, identify its type and make it mandatory.
A good practice when naming your category key is following the convention used by the pre-set categories – “Categories.(Type).(fieldName)”. As an example, if you want to add a Product Name field under invoices, the category key should be “Categories.Invoices.ProductName” (no quotation marks). Don’t forget to click the Save button in the top right corner of this tab, otherwise your changes will be lost.
In the case of transcriptions, you’ll have the Predefined Texts and Predefined Speakers tabs, which allows you to set snippets of text you often use to replace what SmartDocumentor detects (for example, you can set abbreviations) or speakers that you’ll often find in your recordings, so you don’t have to manually create them every time.
Next, we have the Export tab. By default, your revised documents are not automatically exported, meaning you must manually export them by either clicking that option in the review modal window of a document or under action, from the revised document’s list.
However, one of SmartDocumentor’s biggest strengths is the ability to connect it to an HTTP REST POST endpoint and have all your revised documents automatically exported to it. You can select and configure your Endpoint under Webhook.
Finally, we have the Advanced Settings tab, which varies according to the type of workspace you’re on. The option to delete a workspace is also found in this tab.
Always keep in mind that each workspace has its own settings. If you create more than one workspace, you will have to tweak its settings to your liking.
After setting up a workspace, you can add files for revision to it. SmartDocumentor detects PDF, PNG, JPG, JPEG, TIF, and TIFF files when processing documents. However, TIF and TIFF files are not supported in anonymization workspaces. For audio and video transcription, MP3, WMA, WAV, MP4, MOV, WEBM, FLAC, OGG, M4A, and AAC files are supported, up to a maximum of 2GB. To import a file in one of these formats, click Documents from the menu, and select either All to add individual files or Batches to add files in bulk that will be grouped together as a batch. Next, click Import in the top right corner of the screen. A modal window will pop up, giving you the options we are about to explore:
Import via Web When using this option, you can simply upload a local file on your computer to SmartDocumentor by either dragging the file to this box or clicking to search for it. Once you find a file with a supported extension, click the Import button to start processing it.
Import via URL If the file you’re looking to process is an image hosted online, you can paste its URL instead. This URL must be public or have an access token in it, otherwise SmartDocumentor won’t be able to reach the file.
Import via Email Any employee can send expenses and other documents to SmartDocumentor without having to install an app on their phone or upload them on a dedicated platform on their computers. All they need to do is annex any document to an email and send it with the subject “SmartDocumentor Cloud Upload” (without quotation marks) to the unique email account SmartDocumentor generates for each organization. That unique email is found at the top of the modal window we just opened.
Import via API If you’re looking to fully automate SmartDocumentor's upload process, you can do it via API. Currently, you need to contact our support team to configure this option.
Regardless of the way you connect your files, SmartDocumentor will display a list of the Tasks you have for review.
Once your file status switches to “To Review”, click it to go to review mode. Your document will be displayed on the right with all the fields set in this workspace’s options underlined. On the left, you can go over each field. By clicking it, SmartDocumentor zooms in on the document so you can compare what was detected with the original and fix any information that was not properly detected.
While reviewing your documents, you have the option to manually export data from SmartDocumentor in the top right corner of your screen. You can choose to export as JSON, XML, Excel, and CSV.
Once you’re done reviewing the document, you can click the Finish Review button in the top right corner of your screen.
For more details about Workspace, we advise you to visit our specific and detailed section at .
