Overview: which agent does what
- An IDP agent reads defined fields from documents, for example invoice number, cost center or contract term.
- A workflow agent runs an instruction on documents, manually or after an event, for example when processing has finished.
- Human review stops a run and asks a person when a required field is missing or an approval is needed.
- The Creator Agent writes quotes, letters and certificates on your own template and files the PDF in the workspace.
Further agents for special tasks, such as the Split Agent for batch scans and the Trust Agent against tampering, are described in the guide on Document AI.
IDP agents: extract the fields you need
IDP means intelligent document processing. An IDP agent is a saved configuration: document type, fields with instructions in natural language, model tier and check rules. You create it once and then run it on further documents.
An IDP agent reads invoices, contracts, delivery notes, forms and scans. It returns each requested field as structured data, with its location on the page and a confidence value. You do not need a layout template; you describe the fields in your own words.
An IDP agent runs manually on one document, in a batch, as a step in a workflow, or for new documents in the workspace. Processing documents with an IDP agent is paid.
Create an IDP agent from a template
- Open Document AI → IDP Agents and click Create agent.
- Under Predefined templates, pick a suitable template, for example for finance, HR, legal, insurance or logistics. Use Categories and the search to find it faster.
- Check the Fields and click Create agent.
- Adjust fields and instructions afterwards in the agent editor.
You can also start from a sample document: select the document in the workspace and choose Actions → Agents & workflows → IDP → Create new agent. Besides the predefined templates, there are free templates for your own fields, and Import template loads a template as a JSON file. The former Skills Store no longer exists; its templates are available when you create an IDP agent.
Workflow agents: automate steps
Workflows in PaperOffice AI are called workflow agents. A workflow agent runs an instruction on documents. You write the instruction in Prompt Studio. If you want, a person approves each run first.
- Open Workflow AI → Workflow Agents and click Create Workflow Agent.
- On the Basics tab, enter a name. Switch on Execution approval if a person should confirm each run.
- On the Start event tab, choose when the agent starts.
- On the Filters tab, narrow down the documents. Filters apply only with an automatic start event.
- Click Save & open Prompt Studio, describe what the agent should do, approve the prompt and test it.
- Then switch the agent on.
These start events are available: manual only, after AI-DMS has completed, after a metafield has changed, after a task has been completed, after an approval has been completed, and after a signature has been completed. “Manual only” means by button, through the API or through MCP. With “Manual only”, you can additionally switch on Also start on a schedule: daily, weekly or monthly at a set time, for the new documents of a workspace. Scheduled runs are paid.
- A new workflow agent stays inactive until its prompt is approved and tested.
- With execution approval, the deadline for the confirmation defaults to 24 hours.
- Runs are listed under Workflow AI → Agent executions.
- Each run is paid. Workflow AI is available from the Professional plan.
Human review when a field is missing
PaperOffice AI stops and asks a person when an IDP agent cannot deliver a required field with confidence, or when a workflow agent asks for an approval. The task appears under Workflow AI → Human In The Loop Tasks.
- Open the task list and open the task.
- Complete the missing field or the approval.
- Finish the task. If the workflow has further steps, the run continues.
The document stays in its workspace during the review. The open review is not a second filing location.
Creator Agent: quotes and letters from your template
The Creator Agent writes quotes, letters and certificates on your own document template. It takes facts from your knowledge bases, Relations AI and your company profile, and files the finished PDF in the workspace. The Creator Agent is included from the Corporate plan, and only administrators create or change it.
- Open Document AI → Creator Agent and click Create Creator Agent.
- On the Template tab, pick a template and the Target Workspace.
- On the Knowledge tab, pick your knowledge bases. Add price lists as Pinned articles, and create the agent.
- Select the agent and choose Actions → Create document.
- In the Request field, describe customer, items and quantities, and click Create preview.
- Answer open questions, then click Create document.
The agent never invents prices or quantities; if a source is missing, it asks. The watermarked preview saves nothing. The AI run and the created document are paid. On the Tier & approval tab you can choose direct creation; documents are then created and charged without review, also through the API and MCP.
Document templates
A document template is your letterhead with placeholders, for example for a quote, invoice, letter or certificate. PaperOffice turns it into a PDF and files it in the workspace. The page is available from the Corporate plan, and only administrators create and change templates.
- Open Document AI → Document templates and click New template.
- Choose From starter or Blank template, and adjust the content, the fields with sample data, and the page.
- Click Check template, look at the Preview and save with Create template.
- To use it in the app, choose Create Creator Agent on the template.
To reuse a Word document with your letterhead, select it under Documents and choose Actions → Agents & workflows → Use as document template. This works with Word, OpenDocument, RTF, HTML and text files; PDF files are not supported yet. Every content change creates a new version. Every created document is paid.
Frequently asked questions
- Do I need a layout template for an IDP agent? No. You describe the fields in your own words.
- Can a workflow run on a schedule? Yes. With the start event “Manual only”, switch on “Also start on a schedule” and choose daily, weekly or monthly.
- Why does my new workflow agent not run? A new agent stays inactive until its prompt is approved and tested, and you switch it on.
- Where do I find runs and open reviews? Runs under Workflow AI → Agent executions, reviews under Workflow AI → Human In The Loop Tasks.
- Does the Creator Agent make up prices? No. It uses your sources and asks if something is missing.