PaperOffice AI Web & Desktop
Web app and desktop app. Settings, workspaces and clicks in the shared interface.
Storage mounts
- How do I connect a mailbox?First create the mailbox as a Storage Mount of type Email (IMAP), port 993 with SSL. A Connector then fetches new emails continuously; old emails are imported o...
- Documents on your own server: BYOS in PaperOffice AI instead of ClassicWith “Own Storage (BYOS)”, PaperOffice AI stores a workspace's files encrypted on your server or NAS; you do not need PaperOffice Classic for this. Only SFTP or...
- Fetch a mailbox continuously (IMAP connector)Create the mailbox as an “Email (IMAP)” storage mount and link it to a connector. The connector brings new emails and attachments into the target workspace, at ...
- Where do I find the storage mounts?Storage mounts are in the app under Document AI → Storage Mounts. There you set up connections to a NAS, SFTP, WebDAV, S3 or a mailbox. Connectors are right bel...
- Storage mounts: where to find them and how to connect a NASStorage mounts are in the app under Document AI → Storage Mounts. They have two purposes: BYOS (originals stay on the NAS, SFTP or Reverse SSH) and import sourc...
- The NAS must be reachable from the PaperOffice datacenterThe connection test runs on PaperOffice servers. A LAN-only address fails. BYOS needs reachable SFTP or Reverse SSH. Without port forwarding, use Reverse SSH.
- How do I connect my Synology NAS to PaperOffice AI?Synology is connected in PaperOffice AI as an SFTP storage mount, not as a vendor connector. BYOS works with SFTP or Reverse SSH.
- How do I connect my ASUSTOR NAS to PaperOffice AI?ASUSTOR is connected in PaperOffice AI as an SFTP storage mount, not as a vendor connector. BYOS works with SFTP or Reverse SSH.
- How do I connect my QNAP NAS to PaperOffice AI?QNAP is connected in PaperOffice AI as an SFTP storage mount, not as a vendor connector. BYOS works with SFTP or Reverse SSH.
- Connection test failedThe storage mount message names the cause: host unreachable, timeout, connection refused, wrong sign-in, or a folder that cannot be read.
- SFTP, WebDAV, S3 and IMAP: which purpose allows which protocolBYOS works with external SFTP or Reverse SSH. An import source may be SFTP, scanner endpoint, Reverse SSH, S3, WebDAV or IMAP. SMB is not a connection type.
- Scan straight into PaperOffice AI with a network scannerPaperOffice provides your multifunction device with its own SFTP inbox. A connector brings the scans into the target workspace. Scan to email or to an SMB folde...
Documents
- Notes, tasks and comments on a documentOn a document’s Activities tab you create notes and tasks. On tasks you write questions and comments and mention colleagues with @.
- How large can a file be?A file can be up to 200 MB when you upload it in the app, import it, receive it through a mailbox or send it from a smartphone. In the chat with the PaperOffice...
- How do I create workspaces in PaperOffice AI?Workspaces are containers for documents. New: type Business, AI-DMS Premium, PaperOffice datacenter or BYOS. Storage mode is fixed after create.
- Send a document for signature (PaperOffice Sign)PaperOffice Sign sends a document from your workspace for electronic signature. Recipients confirm with an SMS code; when signing in person on a smartphone, ope...
- Redacting Documents with AI: Choose a Scenario, Share the Redacted Copy SecurelyIn PaperOffice, AI automatically redacts personal data according to a scenario, for example for medical records, personnel files, or financial data. The result ...
- Trash: move and restoreMove documents to trash from Actions. Root and administrators open trash from the workspace list, restore items, or empty it.
- Find a documentDocument search is the search field at the top of the app. Same organization, same store in web and desktop.
- Search returns nothingAn empty search usually means another workspace, processing still running, a filter under Options, or a storage-only workspace without OCR.
- Send documents securely by email: PDF password, secure link and delivery logWith “Send by email” you send up to 10 documents via a secure link with a PDF password; every opening and download is logged. The link is valid for 7 days, you ...
- PDF Studio in the app: convert, merge and protect PDFsIn the app's PDF AI Playground you convert files, merge PDFs and add or remove passwords. You download the result; it is not filed in the workspace automaticall...
- PaperOffice PDF Reader: read for free, tools with an accountThe PaperOffice PDF Reader opens PDFs in the browser or as a Windows app without uploading them. Reading and the basic features are free without sign-in; more t...
- Media AI: speech, translation, images and documents as audiobooksMedia AI combines Voice Studio (text to speech, speech to text), Translate Studio and Image Studio (generate, analyze, remove background). Everything is a paid ...
- Document templates: create a PDF from a template in the workspaceA document template is your letterhead with placeholders. It produces a PDF in the workspace. The Document templates page is available from the Corporate plan, ...
- E-invoices: read and validate XRechnung, ZUGFeRD, Factur-X and FacturaePaperOffice reads e-invoices directly from the XML and validates XRechnung, ZUGFeRD, Factur-X, EN 16931 invoices and Spanish Facturae. FatturaPA is read but not...
- Ask questions about your documents (PaperOffice Agent with sources)The PaperOffice Agent answers questions about your documents and lists the documents it used as sources. You choose one document, a folder, specific workspaces ...
- 3-way match: invoice, delivery note and purchase orderPaperOffice matches invoice, purchase order and delivery note by the purchase order reference. The result shows in the invoice Audit tab and when grouping by pu...
- Folders in a workspaceThe folder tree comes from each document storage path, mainly from import. The folder view does not create explorer folders. A document folder groups selected f...
- After import: processing, search and the page limitImport places files in the workspace. Search hits once the workspace AI-DMS pipeline has finished. The page limit defaults to 20 and stops at 40.
- What are document types?Document types describe kind, retention and the default IDP agent. Create them under Document AI → Document types. Classification suggests a type during process...
- Add a documentAdd document opens the upload dialog for single files in the open workspace. ZIP, NAS and mailbox use the bulk importer, not the same tab.
- How do I import data into workspaces?The Import documents wizard takes a ZIP or a storage mount into an existing workspace. ZIP: max. 5 GB and 2000 files. Processing follows the workspace AI-DMS ti...
Agents and workflows
- Connect shipment tracking with GLS, DB Schenker and DHLUnder Knowledge Base AI → Operational sources you connect shipment data from GLS, DB Schenker or DHL. End customers see a shipment only after a proof.
- Add a Conversation Agent chat to your websiteOn the Website chat tab you switch the chat on, enter allowed domains and your privacy notice, and copy the code. Paste it before . Available from the Professio...
- How do I create an IDP agent?An IDP agent is created from a sample document: select the document, Actions → Agents & workflows → IDP → Create new agent, choose a template, adjust fields in ...
- Create IDP Agents from templates (formerly Skills Store)You create IDP Agents from a sample document, fastest with a predefined template. The former Skills Store no longer exists; you find its templates when you crea...
- How do I create a workflow agent?Workflow AI → Workflow Agents → Create Workflow Agent. Set a name and a start event, then “Save & open Prompt Studio”. The agent stays inactive until the prompt...
- Connect n8n, Make and Zapier to PaperOffice AIYou connect n8n, Make and Zapier through the REST API with an API key and through webhooks, and n8n also through its MCP client. Webhook targets in Workflow Age...
- Use your website as a knowledge sourceA website source reads public HTTPS pages of your website and stores them as internal articles in a knowledge base, which your website chat and your public phon...
- Set up a Conversation Agent for phone callsA Conversation Agent answers calls on its own phone number and replies from your knowledge bases. You request the number in the Telephony tab. Available from th...
- Trust Agent and trust certificate: check PDFs for tamperingDetect manipulated or forged invoices: The Trust Agent checks PDFs on the server for hidden content, overlays and technical anomalies and stores the result as a...
- Connect JTL-Wawi: read orders, shipments and pricesPaperOffice reads orders, delivery notes with shipments and item prices from JTL-Wawi through the official JTL API, read-only. On premises, JTL-Wawi needs a pub...
- Connect Holded: read documents, attach PDFs and file themPaperOffice reads sales orders, invoices, credit notes and products from Holded, read-only. Sending a document as an attachment to a Holded document, such as a ...
- Helpdesk AI: your own ticket system for your customersWith Helpdesk AI you handle requests from your own customers: tickets, a customer portal with sign-in links by e-mail, SLA deadlines and AI help in the ticket. ...
- Creator Agent: create quotes and letters from your templateThe Creator Agent writes quotes, letters and certificates on your own template and files the PDF in the workspace. It is included from the Corporate plan, and o...
- Customize and test a Conversation Agent: voice, instructions, test labYou set voice, greeting, call flow, languages and knowledge directly in the Conversation Agent and try it out under “Test agent”. Phone mode in the test lab is ...
- Call log, analysis and knowledge gaps: learn from conversationsThe call log shows every conversation with transcript and analysis; under Knowledge gaps PaperOffice collects the questions your agent could not answer. The art...
- Connect business data: operational sources and order status after proofOperational sources mirror orders, shipments, prices, quotes, invoices and returns from your systems so your agent can use them. The agent reveals customer data...
- Split Agent: separate a batch PDF into single documentsThe Split Agent separates a batch scan into single documents inside the app and files them in the target workspace. It is not the free “Split PDF” tool and not ...
- A required field is missing: human reviewWhen a required field is missing or a workflow asks for approval, the task sits under Workflow AI in Human In The Loop. Complete it there, not in the document l...
Billing
Team and security
- Share a workspaceExternal sharing lives on the Sharing tab of the workspace dialog and requires workspace type Business. Users inside the organization are invited separately.
- Audit-proof archiving: WORM, retention period and legal holdWORM protects a document irreversibly for its retention period. A legal hold blocks deleting, moving and renaming until it is released. WORM is available from t...
- Devices and mobile deviceSecurity Center lists devices and sessions. Add mobile device pairs the smartphone. Passkeys (Windows Hello) live on the same page.
- Lock a lost phone: manage devices in the Security CenterYou lock a lost or sold smartphone in the Security Center with “Lock device for all accounts”. This works only for smartphones and tablets and only from the acc...
- Query a workspace by phone: phone share with PINWith a phone share, a recipient calls from their registered mobile number, enters their PIN and asks the Conversation Agent about exactly one workspace. You nee...
- Give your tax advisor or other external people access to your documentsExternal people such as your tax advisor get access through an email invitation on a workspace's “Sharing” tab and sign in with their own PaperOffice account. T...
- Invite a userNew users are created in the web and desktop app under User management. Invite then sends a link. The mobile app does not include this area.
Getting started
- PaperOffice AI: web app and desktop appThis knowledge base covers the PaperOffice AI app in the browser and on the desktop. The mobile app and product-wide topics have their own knowledge bases.
- Sign in, register, passwordSign-in and registration in the web and desktop app. Forgot password lives on the sign-in page. The app UI follows the language in the URL.
- Your first hour in PaperOffice AIOrder for the first store: sign in, create a workspace, add or import files, then search. A storage mount is only required when originals should stay on your ow...