Documents

Workspaces, upload and search in the shared interface.

• 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...