Help center · AI Sortify

Add and process files

Use Upload Files or the available import workflow to add documents.
Watch the processing status rather than assuming an upload is already organized.
Open a document to inspect its extracted information, suggested name, and destination where available.
Review items that need attention before relying on the result.

Processing, review, and errors

An uploaded file can still be waiting for analysis or organization.
Review a completed result against the original when extracted information seems wrong.
If processing fails, read the file error, resolve the cause, and retry only where offered.
Inspect the document history or details when available to understand which step completed.

Find the right document

Use search and the available status or other filters. Change visible columns where offered, and scroll horizontally when the table has more information than fits. Clear filters if an expected file appears missing.

Understand a result

A completed processing step does not guarantee every extracted field is correct. Check the source file and displayed review details when a name, amount, date, or folder looks wrong. Error and review states need different actions.

Open and manage files

The document actions depend on status, storage provider, and your permissions. Open details or the file to inspect it. A Drive folder action is available only when the underlying storage supports it. Read confirmations for actions that move or remove files.

Send selected files

Select the documents to share and choose Send email.
Choose your connected sender account and enter the recipient, subject, and message.
Review attachments, then send or save a draft.
Use Email Activity for manual email drafts and sending status.

How organization is decided

Folder structure, filing keywords, naming patterns, and custom fields influence the processing workflow. Configure those on the Folder Structure pages. A custom extraction field is separate from a document’s actual folder or filename.

Related workflows

Use PDF Split when one PDF contains several documents. Use Finance to inspect extracted financial amounts, and Invoice tracking to manage payment status and reminders. Availability depends on your plan and access.

File details: inspect before acting

Open File details to inspect the tracked record and available extracted information.
Compare the source document with extracted dates, names, amounts, and destination.
Details describe the workspace record; Open file opens the underlying stored document.

Rename an individual document

Web: open File details and use its rename control. The web row menu does not have a separate Rename item.
Desktop: Rename is offered in the row menu when the stored file and callback are available.
Save the intended name and check the result. Renaming this document does not edit the default naming pattern for future files.

Open file, open folder, or download?

Open file: opens the stored document; for Drive, this opens its Drive file page.
Open folder: opens the containing location where supported. It can be unavailable when the folder reference is missing.
Download file: requests a copy from the storage provider. It does not move the original.
If your browser blocks the file window, allow the app’s file-opening popup and try again.
If storage access is missing or expired, repair the connection rather than repeatedly downloading.

Copy link: check the storage provider

Google Drive: the copied file link still requires the recipient to have Drive access. Copy link does not grant that access.
AI Sortify Cloud: the web action requests a short-lived link with a five-minute lifetime. Treat the link as access to the file while it is valid.
A missing stored file or unsupported sharing state can disable the action.
An expired link is different from a deleted document; generate another link when appropriate.

Move to another folder

Open Move to another folder, select the destination, and review the resulting path.
Use the nested-folder field when you need the additional subfolder supported by the picker.
The web action requires an available stored file using the currently active storage provider.
Confirm the move, wait for the result, and check the new location.
Moving a document does not change the folder’s keywords, the default naming pattern, or every similar document.

Adjust folder keywords from a document

Open the folder-path menu and choose Adjust folder keywords when available.
The editor works with the destination’s folder rules. If it cannot resolve editable rules, it shows an error instead.
For a previously moved document, move history may also make the previous folder available in the selector.
Positive keywords describe documents that belong here. Negative keywords help distinguish documents that should go elsewhere.
Save applies the folder keywords to future sorting for all documents; it does not move this file.

Keyword loading and saving

If loading fails, use Retry. If only some folder changes save, the editor keeps your edits and reports that not all keywords saved; retry to finish. Do not assume that a failed multi-folder save rolled back every earlier change.

Open review and confirm

Open review when a document is waiting for a review decision.
Inspect the suggested filename and destination against the original.
Confirm applies the proposed naming and filing action; it is not simply an acknowledgement that you read the preview.
Wait for confirmation to finish and check the resulting status.

Retry processing

Retry is available only for eligible records and can be disabled while another action is pending.
For an uploaded web document, the action opens processing setup with a destination choice. Other retryable records use the retry flow.
Read the failure first. Repair storage access, source availability, or the reported limit before retrying.
Retry processing does not restore a missing source file automatically.

Invoice payment actions

Add to invoice payments creates tracking through the payment form.
Edit or Review invoice payment opens the existing tracking task when available.
Check the amount, currency, due date, decision, and reminder controls before saving.
Saving payment tracking does not transfer money or pay the supplier.

Send to Lexware

This action depends on the plan, connection, document eligibility, and pending state.
The action can queue an export or report that it was already exported.
Open Lexware to inspect progress and any review or failure. A queued export is not proof that processing has finished.

Bulk actions and eligible files

Select documents and verify their names and count before choosing an action.
The web toolbar offers Send email, Retry, Lexware when available, and Delete. It does not offer a general bulk Move or Rename action here.
Email includes files that have an available storage reference. Retry and Lexware filter the selection to eligible files.
Desktop toolbar actions depend on the connected platform handlers; do not assume every web action exists there.
Check the resulting attachment list or action result. Selecting ten rows does not mean every action can process all ten.

Delete permanently

Read the confirmation and check every selected file. This action removes the document from AI Sortify and deletes the stored file from its provider.
It is not a move to a recoverable app trash folder.
The backend handles an already-removed source separately from an authorization failure. An access error can prevent deletion.
For multiple files, some deletions can succeed before another fails. Refresh and inspect the remaining records before repeating the operation.
Downloaded or previously emailed copies are separate and are not recalled.

Editing extracted money

Where File details offers financial editing, check the source amount and currency before saving. Editing extracted information updates the workspace record; it does not rewrite the original invoice or establish that it was paid.

Administrative diagnostic actions

Desktop can expose a classification JSON action for authorized debugging. It copies classification data to the clipboard. This can contain document information; it is not a general sharing or file-download action.

How do Documents work?