Workspaces
A workspace is a definition of certain file processing rules and file access rules.
How can I create workspaces?
There are two ways of creating workspaces, one of which is only visible the first time a user logs into SmartDocumentor:
Creating them when the user first enters SmartDocumentor (while the user has no workspace created).
Creating it after at least one workspace exists.
Regardless of how the user creates a workspace, the creation screen will always be the same in both scenarios:
How can I configure workspaces?
After creating a workspace, the user will find a Workspace option on the left-hand side menu of SmartDocumentor:
Clicking on this menu option will bring up the workspace's configuration screen:
This screen features seven tabs: Basic, Users, Default Assignments, Fields, Export, Advanced Settings, and Notifications. Each tab provides a set of configurable options to tailor your SmartDocumentor experience. Let’s explore what each tab offers:
Basic
This section stores information about the processing model selected when the workspace was created, along with the workspace’s basic details, which can be updated at any time.
Users
This section lets you view and manage the users who have access to the workspace.
On this screen, you can:
View the number of users in the workspace
Invite new users to join
Assign and update users’ roles
Control users’ access status to the workspace
Default Assignments
This section allows you to activate and configure the default assignment mechanism, allowing you to automatically assign revision tasks to specific users at the workspace level.
Once the configuration is enabled, you can select the users to be assigned review tasks by default using the dropdown menu.
After selecting the users, you’ll need to choose the rule that will govern how the assignment configuration is applied.
There are 3 different options:
Any user: means that any assigned user can review the task, and it will be finished as soon as one user finishes their review.
Any order: means that any assigned user can review the task, but it will only be finished once all assigned users have completed their review.
Sequence: means that only the next user in the sequence will be able to review the task. The task will be finished once all users have completed their review.
Once the assignment settings has been configured, all further processing will already take these assignment rules into account. All processing that was ready for review before these rules were created will not be affected. You can change or switch off this assignment setting at any time.
Fields
This section allows you to select which types of fields to detect based on the chosen detection model.
You can disable, reorder, or add new fields to the workspace. However, newly added fields are not automatically detected, as they fall outside the scope of the model’s trained field set. These fields will instead appear during the review phase, allowing the reviewer to fill them in manually.
You can fully customize the platform’s available fields to match your specific requirements. Options include editing display names, setting requirement statuses, adding descriptions, adjusting colors (for generic fields), configuring validations (for generic fields), and specifying alternative headers (for table fields).
Export
This section lets you configure SmartDocumentor’s automatic export mechanism, which can be triggered after the revision step is completed or once the document has been fully processed. SmartDocumentor uses webhooks to integrate seamlessly with most modern systems in a simple and efficient way.
As this is a more technical concept, we’ve provided a detailed explanation in the documentation. To learn more about how SmartDocumentor supports extensibility through webhooks, visit the Webhooks section.
Advanced settings
This section allows users to configure a wide range of workspace settings, including confirmation modal displays, confidence score visibility for field recognition, automatic approval based on average confidence, review mode preferences, workspace removal, and more.
Notifications
This section allows users to manage notification settings within the SmartDocumentor workflow. Notifications can be triggered at two key stages: when a document is ready for review and when it moves to archiving. By default, notifications are sent to the document’s creator and assigned reviewers. Additionally, any workspace members can be added as recipients using the custom option. You also have full control over the language used in the notification messages.
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