Document Types

A document type is a kind of document an entity receives, such as an invoice or a delivery note. For each type you choose what the AI reads: fields and tables you already have, and what the AI is told about each. Fields and tables are made in Workspace Settings; a document type only picks them.

Viewing an entity's document types

1. Go to Entity Management and open an entity.
2. Select the Document Types tab.

Each row shows the type's name, its status, the view its documents open in, when it last changed and who changed it. Click a type to open it.

Adding a document type

1. On the Document Types tab, click Add Document Type.
2. Enter a Name and a Classification Prompt. Both are required.
3. Click Create. The new type opens, reading nothing yet.

The classification prompt describes the type so the AI can recognise it among your documents: what the document is, the title it carries in any language, and what it usually contains.

Requires permission to add document types.

What a document type is

• Name — what everyone sees. Renaming a type changes it on every document of that type.
• Key — set when the type is made, and never changes.
• Default View — the view its documents open in. Workspace Default uses the workspace's default view.
• Read Content — when switched off, documents of this type are recognised but their content is not read.

Prompts

On the document types every entity starts with, the prompts are managed by Finpilo and are not shown. There, Prompts holds two boxes for your own instructions:

• Custom Classification Instructions: your own rule for recognising this type.
• Custom Extraction Instructions: your own rule for reading it.

They are added after Finpilo's instructions, and where the two differ, yours apply. Use them for a rule about the whole document. A rule about one field belongs in that field's instruction under What the AI reads.

On document types you add, you write both prompts yourself:

• Classification Prompt — required. How the AI tells this type apart from the others.
• Extraction Prompt — optional. When set, it replaces the AI's built-in reading instructions for this type. Left empty, the AI reads by the classification prompt and the fields below.

What the AI reads

Document

The fields the AI reads once per document, each with an Instruction: what the field means on this type and where to find it, which value to take when there are several, what to do when it is missing. Left empty, the AI goes by the field's name.

• Click Add Fields to choose another of your fields. It is greyed out when this type already reads every field, or when the workspace has none yet.
• Click a field's name to open it in Workspace Settings › Fields.
• Click × on a field to stop this type reading it. The field itself is not changed or deleted.

Tables

A table is read whole: every column of it, in its own order, each with an instruction. You cannot add or remove columns here. Click the table's name to open it in Workspace Settings › Fields, and add or remove its columns there. Some columns are filled by Finpilo itself, such as No and Dimension allocations, and are shown without an instruction.

• Click Add Table to read another of your tables. It is greyed out when this type already reads every table, or when the workspace has none yet. To make a new table, go to Workspace Settings › Fields and add a field of the type Table.
• Click × on a table to stop this type reading it.

Dimensions

A dimension is read through its field, like any other field. Every value of the dimension goes to the AI with its name, reference ID and description. Below the field you can tick more of the dimension's own fields to send with each value, such as a registration number, so the AI can tell similar values apart. Each one you tick is sent with every value, so tick only what helps.

Saving and deleting

Changes are saved together with Save in the bar at the bottom of the page; Discard puts the page back as it was saved.

To delete a type, open ⋮ and choose Delete Document Type. A type that documents already use cannot be deleted.

Requires permission to change or delete document types.

What the AI learns from your corrections

When you validate a document, Finpilo sends the AI the values you saved for every field the document type reads, so it learns from your corrections. A field the document type does not read, such as Comment, is never sent.

If a workflow changed the document before you validated it, for example merged or split its lines, Finpilo also tells the AI which values the workflow wrote and which lines a merged or split line came from. The AI then learns only from your own corrections.