PaperOffice AI Web & Desktop
Web app and desktop app. Settings, workspaces and clicks in the shared interface.
Documents
- 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...
- Send a document for signature (PaperOffice Sign)PaperOffice Sign sends a document from your workspace for electronic signature. Recipients confirm with an SMS code. The free “Sign PDF” tool is something else.
- E-invoices: read and validate XRechnung, ZUGFeRD and Factur-XPaperOffice reads e-invoices directly from the XML and validates XRechnung, ZUGFeRD, Factur-X and EN 16931 invoices. Facturae and FatturaPA are read but not val...
- 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 @.
- 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 ...
- 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 ...
- Search returns nothingAn empty search usually means another workspace, processing still running, a filter under Options, or a storage-only workspace without OCR.
- 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...
- Trash: move and restoreMove documents to trash from Actions. Root and administrators open trash from the workspace list, restore items, or empty it.
- 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.
- 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.
- Find a documentDocument search lives in the documents overview toolbar. Same organization, same store in web and desktop.
- 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
- 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 ...
- Connect shipment tracking with GLS and DB SchenkerUnder Knowledge Base AI → Operational sources you connect shipment data from GLS or DB Schenker. 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...
- 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...
- 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...
- How do I create a workflow agent?Workflow AI → Workflow Agents → Create Workflow Agent. A name is required. A new agent stays inactive until the prompt is approved and a test succeeds.
- How do I create an IDP agent?An IDP agent is created from a sample document: select the document, Actions, Create new IDP agent, choose a template, adjust fields in the editor.
Team and security
- 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...
- 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.
- 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.
- Devices and mobile deviceSecurity Center lists devices and sessions. Add mobile device pairs the smartphone. Passkeys (Windows Hello) live on the same page.
Storage mounts
- 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...
- 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 ...
- The NAS must be reachable from the PaperOffice datacenterThe connection test runs on PaperOffice servers. A LAN-only address fails. BYOS needs reachable SFTP. Without port forwarding, import can use Reverse-SSH.
- How do I connect a mailbox?A mailbox is an import source of type Email (IMAP), port 993 with SSL. The import wizard then uses Email Archive and the folder, default INBOX.
- 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 is external SFTP only. An import source may be SFTP, scanner endpoint, Reverse-SSH, S3, WebDAV or IMAP. SMB is not a connection type.
- How do I connect a NAS as a storage mount?Storage mounts have two purposes: BYOS (originals stay on the NAS, SFTP only) and import source (SFTP, WebDAV, S3, IMAP). Purpose is fixed after create.
- 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 remains SFTP-only.
- 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 remains SFTP-only.
- 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 remains SFTP-only.
Getting started
- 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...
- 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.