Ask your workspace. Move work forward.

How it works

Find information and use guided commands to work with files, folders, email, and more.

Ask a focused question or choose a command.
Review selected records, values, and destinations.
Check the action result in the affected workspace page.

Start with a question or a command

Ask a question to find workspace information, or choose a command to change something. The assistant uses the information and permissions available in your current workspace. Open the linked record to inspect the original and current status.

Questions: ask about documents needing review, recent uploads, failed emails, plan capacity, or storage connection.
Commands: type / to see supported workflows, or use the quick-command buttons below the composer.
Be specific: include a filename, folder, person, or date when relevant. Select the correct result if several items match.

Example: “Which documents need review?” helps you find work to check. /move starts a workflow that can change where selected files are stored.

Know when an action is submitted

Read each command form before completing it. Some completed slash-command forms submit their action directly after validation; a second confirmation card is not guaranteed. Other flows show Review and Confirm controls. Follow the controls actually shown.

Check the selected files, destination, recipient, account, and values before the final step.
Use Edit, Back, or Cancel where offered while preparing the action.
Once submitted, watch the action result. Closing the assistant is not a reliable way to cancel an operation already started.
An answer describing an action is not proof that it succeeded. Look for the operation’s result and check the affected page.

Example: Before completing Move, check that the destination is 02_Expenses/Travel and that only the intended receipts are selected.

Find commands and use the keyboard

Type / and choose a task. You do not need to memorize commands. Guided steps ask for the information each task needs.

Nine command groups: /rename, /move, /classify, /folders, /email, /forwarding, /team, /lexware, and /payables.
Use the arrow keys to choose an item and Enter to select it. Shift + Enter adds a new line.
Esc goes back or closes the current control. Backspace returns to the previous field in forms that support it.
Open Keyboard for shortcuts. Commands also have German, French, and Turkish names; English names remain recognized.

Example: Type /folders and choose Add folder. The form then walks you through the settings.

Rename one file — /rename

Search for and select the existing document. Verify its current name and folder.
Enter the new filename and inspect it before completing the command.
The existing extension is preserved when omitted. Slashes, control characters, empty names, unchanged names, and overlong names are rejected.
Check the result for the old and new names. Renaming does not edit the document’s contents.

Example: Rename invoice.pdf to 2026-09_Invoice_Acme. The resulting name retains .pdf.

Move selected files — /move

Search existing workspace files and select the documents you want to move. Check selections across result pages.
Choose a destination from the folder picker. Open nested folders when needed and verify the full path.
Review the selected files and destination, then complete the move using the displayed controls.
The action checks current file availability and compatible storage. A move is not a general transfer between different storage providers.
Read each file’s outcome. Some files can succeed while others fail.

Example: Select three taxi receipts, choose 02_Expenses/Travel, and check that all three moves succeeded before leaving.

Attach and classify files — /classify

Use + or drag files into the composer. Review attachment names and remove unintended files before sending.
Choose Auto classify to let AI choose a destination, or select an available destination in your folder structure.
Add optional instructions when you need to explain the document. A folder structure must be available for destination selection.
The upload and processing flow checks supported files, size limits, active-file allowances, and required consent or connections.
Watch the per-file progress. A successful upload does not mean classification is already complete. Review the result in Documents.

Example: Attach a supplier invoice, choose Auto classify, and add “This is a business travel expense.” Inspect the suggested folder and extracted information afterwards.

Handle oversized files, duplicates, and failed uploads

If an eligible PDF or image is too large, use Optimize when offered. Review the optimized output before using it.
A duplicate warning means the app found matching content; inspect the existing document before choosing Upload anyway.
Retry a failed file or use Retry failed files for the failed group. Check the error first and fix connection, quota, or file problems.
If the source attachment is no longer available for retry, attach the original again.

Example: If two uploads succeed and one fails, retry the failed file rather than uploading the entire group again.

Choose or reset a folder structure — /folders

The Folders command includes Choose folder structure, Add folder, Edit folder settings, Reorder folders, Manage custom fields, Delete custom folder, and Reset folder structure.

Choose folder structure opens the folder setup workflow. Review the template before applying it.
Delete custom folder and Reset folder structure open the relevant page controls; selecting a shortcut alone does not prove that deletion or reset occurred.
Read the destination page’s impact and confirmation before applying a destructive change.

Example: Choose folder structure can take you to template selection; you still need to inspect and apply the chosen structure there.

Create a folder — /folders → Add folder

Enter a clear folder name, then choose its behavior and any naming fields.
Add positive keywords that describe documents belonging here, and negative keywords for similar documents that do not.
The owner can create folders, subject to the workspace custom-folder limit. Duplicate top-level names are rejected.
Check the resulting folder in Folder tree. Creating a folder does not automatically move all existing documents into it.

Example: Create Contracts with positive keywords “agreement” and “contract”, and a negative keyword “draft” if drafts belong elsewhere.

Edit folder behavior and keywords

Select the existing folder before editing its settings.
Behavior controls how documents are organized. Naming fields provide values used to build folder names where supported.
Positive keywords help identify relevant documents; negative keywords help distinguish exclusions. They are guidance for classification, not a guarantee based on one word.
Review the changed settings before submitting. Updating keywords is separate from moving a file.

Example: An Income folder can include “honorarium” and exclude “supplier invoice” to distinguish incoming revenue from expenses.

Reorder folders and manage custom fields

Reorder folders: inspect the proposed order and apply it with the displayed control. This changes ordering, not file contents.
Manage custom fields: review the existing field list before adding or editing a key, label, description, and type.
Explain what the field should extract. Use it in supported folder naming or file-naming configuration when you want it to affect names.
Folder and custom-field changes require the workspace owner.

Example: Add a text field Project code with a description such as “The internal project reference printed on the invoice”, then include that field in your naming setup.

Create a sending automation — /email

Select Create rule, name it, and choose the source folder.
Choose the connected sender, recipient, and available schedule: instant, daily, weekly, or monthly.
Check the destination address and whether the rule will be enabled before completing the form.
Only the organization owner can manage sending automations. The plan must include the feature and have capacity for another rule.
A disconnected sender must be connected or reconnected before continuing.

Example: Create a monthly rule for your invoices folder, addressed to your accountant, using your connected work email.

Enable or disable an email rule

Use /email and select Enable rule or Disable rule.
Select the exact existing rule and inspect its name before submitting.
Enabling allows the rule to run according to its configured behavior. Disabling pauses the rule; it does not recall previously sent messages.
Check Automated Sending for the rule’s current state and delivery results. /email manages automations; manual document emails use their own compose flow.

Example: Disable the monthly accountant rule while you update the recipient, then verify its state before enabling it again.

Manage incoming email — /forwarding

This command helps receive email attachments. Use /email for rules that send your documents out.

Set up: enable receiving, copy your workspace address, and configure forwarding in Gmail, Outlook, or your provider. Send a test email afterwards.
Status: check whether receiving is enabled and any emails have arrived.
Auto-processing: choose whether accepted attachments are stored and classified automatically.
Recent emails: open a message to inspect processing progress and its attachment results.
Stop forwarding: turn off receiving in AI Sortify. Also remove the forwarding rule at your email provider if you want it to stop sending copies.
Changing these settings requires owner or admin access and a paid plan. Review the displayed change before confirming.

Example: Forward a supplier invoice to your workspace address. Check Recent emails to see that it arrived, then inspect the attachment result.

Invite and manage teammates — /team

Invite member: enter the intended email address and review it before sending the invitation. Only the organization owner can invite.
Enable member or Disable member: select an existing teammate. These actions require owner or admin access.
Plan access and available seats still apply. Existing membership, pending invitations, or another organization can prevent an invitation.
You cannot disable your own account or the organization owner. Disabling a member changes access; it is not an instruction to delete their documents.

Example: Invite colleague@example.com, then check Team for the invitation status. A sent invitation is not the same as an accepted membership.

Connect Lexware and check its status — /lexware

Choose Connect and follow the dedicated connection form. Use its credential field rather than including an API key in a normal chat message.
Connection management requires an eligible owner or individual account and plan access.
Choose Status to inspect the connection. Reconnect or resolve credential errors before importing or exporting.
Choose Disconnect to remove the integration connection through its action flow. This is separate from deleting records already held by Lexware.

Example: Check Status before starting an export. If the connection is unavailable, resolve it first instead of repeatedly resubmitting files.

Import from and export to Lexware

Import: select the Lexware resource, then choose the destination offered by the flow or automatic classification.
Export: select an eligible workspace document and verify it is the intended accounting document.
Review queued and duplicate counts. Queued means the transfer job was accepted; check Lexware for the eventual result.
Connection, feature access, resource availability, and document eligibility can block an operation.

Example: Export a supplier invoice once, then check the exchange result. A duplicate result is a reason to inspect the existing entry, not submit it repeatedly.

Manage reminders — /payables

Choose the reminders action and select the intended invoice.
Review the reminder date, due date, amount, currency, and available reminder channels.
Complete the displayed decision and check the reminder status in invoice tracking.
A scheduled reminder is not a sent reminder or a completed payment. Resolve failed reminders from the displayed error.

Example: Schedule a reminder before an invoice is due and check that the task appears as scheduled.

Update payment status and due dates

Use /payables → Payment status to choose an invoice and apply the available status decision.
Use Due dates to choose an invoice and enter the corrected due date.
Review the selected document and values before completing the action.
These actions update tracking information. They do not transfer money or rewrite the original PDF. Connected accounting data may have its own source of truth.

Example: After paying an invoice outside AI Sortify, mark it paid to update tracking. Marking it paid does not initiate a bank payment.

Understand permissions and prerequisites

The assistant acts within the signed-in account, organization, plan, and connected services.
A missing feature may require a different plan; a role restriction requires an authorized teammate and is not fixed by upgrading.
Some commands need a folder structure, available seats, a connected sender, accessible storage, or a Lexware connection. Follow the prerequisite shown.
If your account or organization changes while preparing an action, start it again so the selection belongs to the correct workspace.
When no matching item appears, check your search, active workspace, and access. The assistant should not guess which record you meant.

Example: If folder editing says owner access is required, ask the workspace owner to make the change.

Read successes, failures, and partial results

Read each action’s result, not just the conversational reply. Open the affected page to inspect the outcome.
For a partial move, successful files stay successful; the action retry targets the remaining failed files.
Fix the stated cause before retrying: missing resource, permission, connection, quota, duplicate, or invalid input.
A page-refresh failure can happen after an action succeeded. Check the record before submitting the same change again.
Do not assume an Undo action exists. Use the feature’s available controls to correct a completed change.

Example: If four files move and one is unavailable, inspect the unavailable file and retry that failure rather than repeating all five moves.

Practice with Explore actions

Explore actions runs read-only demonstrations with sample data. Its rename, move, email-rule, team, Lexware, payable, and folder examples help you understand the forms and results. Demo success does not mean your workspace changed.

Example: A demo invoice exported to Lexware is a sample animation, not a real accounting transfer.

Use Help and related guides

Help beside Keyboard opens the feature-guide catalog without sending your composer text. Previous and Next move through the guide sequence. Use the related feature guides for full page behavior, including document actions, folder naming, email delivery, invoice tracking, and storage permissions.

Example: Open the Folder tree guide when you need to understand the difference between a container and a document destination before editing its behavior.

Check answers and start a fresh conversation

Choose a suggested question or write your own. Questions about files, email activity, storage, and usage use the current workspace.
Open linked files and results to check the original information. Select the right record when several files match.
You can copy an answer or resend its question with the reload control. Check an action’s result before repeating it.
Clear chat history clears the conversation and displayed file activity. It does not undo completed actions or delete stored documents.

Example: Ask “Which emails failed?” and open the matching result to inspect the error.

Learn more

The full guide covers more settings, requirements, and troubleshooting. Read the full guide →