How It Works
Customizing Visible Columns
The Review Screen displays documents in a table format with multiple columns. By default, seven columns are visible: Document Number, Uploaded Time, Document Type, Primary Party, Document Date, Status, and Action. Users with Manager or Admin roles can customize which columns are displayed.
Default Columns:
Document Number: Unique identifier assigned by Docupath (e.g., DOC-0001)
Uploaded Time: Timestamp when the document was uploaded to Docupath
Document Type: Extracted document classification (invoice, PO, contract, etc.)
Primary Party: Primary trading party extracted from the document (supplier, customer, counterparty)
Document Date: Date of the document as extracted from content (invoice date, PO date, etc.)
Status: Current status (Pending, Validated, Approved, Rejected, etc.)
Action: Button to open document in detail view for review
Additional Available Columns:
Amount: Total document amount (for financial documents)
Currency: Document currency code (USD, EUR, GBP, etc.)
Secondary Party: Secondary trading party involved in document
VAT/Tax Amount: Extracted tax or VAT amount
Line Item Count: Number of line items in document
Submission Date: When document was submitted for approval (if applicable)
Reviewed By: Name of user who reviewed the document
Review Date: Timestamp of review action
Last Modified: Timestamp of last change to extracted data
Custom Fields: Any organization-specific custom fields
Reordering Columns:
Columns can be reordered by clicking and dragging the column header. The new column order is saved to the user's profile and persists across sessions. Column order is user-specific; different users can have different column arrangements.
Column Width Adjustment:
Column widths can be adjusted by dragging the column divider. Narrow columns for fields with short values (Status, Currency); widen columns for descriptive fields (Document Number, Primary Party, Status). Column widths are saved per user.
Managing Tab Views
The Review Screen organizes documents into tabs corresponding to their status. By default, four to five tabs are visible:
Standard Tab Structure:
Pending: Documents awaiting initial review (Processing, Pending, or Failed status)
Validated: Documents that passed validation review (only visible if Validator role exists)
Approved: Documents approved and ready for export (Approved, Sent, Acknowledged, Not Acknowledged status)
Rejected: Documents rejected during review (Rejected status)
Applying and Managing Filters
Filters allow users to narrow the displayed documents by specific criteria. Multiple filters can be combined for precise document location.
Filter Categories:
Region Filter
Filters documents by geographic region. Available regions depend on organization configuration. This filter is useful for multinational organizations managing documents across different countries or regions.
Urgency Filter
Filters documents by Urgent flag status (paid add-on). Options:
All: Show all documents regardless of urgency
Urgent Only: Show only documents flagged as Urgent
Non-Urgent Only: Show only documents not flagged as Urgent
The Urgent filter is essential for SLA-aware prioritization and helps managers focus on time-sensitive documents.
Document Type Filter
Filters documents by classification type (Invoice, Purchase Order, Contract, Receipt, Statement, etc.). Multiple document types can be selected to show documents matching any selected type. This filter is useful for role-specific reviews (e.g., a PO specialist only reviews purchase orders).
Organization Filter
Filters documents by organization or sub-organization origin (multi-org environments only). Managers with visibility across multiple sub-organizations use this filter to isolate documents from specific units.
Trading Party Filter
Filters documents by supplier, customer, or other counterparty. Begin typing the trading party name to search and select from the list. Multiple trading parties can be selected. This filter is useful for supplier-specific reviews or customer-specific processing.
Status Filter
Filters documents by status. Available statuses depend on tab:
Pending tab: Processing, Pending, Failed
Validated tab: Validated
Approved tab: Approved, Sent, Acknowledged, Not Acknowledged
Rejected tab: Rejected
Multiple statuses can be selected within a single filter to show documents matching any selected status.
Date Range Filter
Filters documents by document date, upload date, or review date. Use the calendar picker to select start and end dates. Date ranges are inclusive (start date and end date are both included).
Search by Name or Content
The search box at the top of the Review Screen provides full-text search across:
Document metadata (document number, uploaded timestamp)
Extracted fields (supplier name, invoice number, amount)
Document content (full-text search of original document)
Search results update in real-time as you type. Search is not case-sensitive. Wildcard searches (*) are supported.
Filter Application and Clear Button
When filters are applied, all columns and tabs update to display only matching documents. A red bubble indicator appears on the tab label, indicating that results are filtered. The "Clear Filters" button removes all active filters and resets the view to show all documents.
Filter Persistence:
Filters are saved to the user's session and persist while the user remains logged in. Upon logout or session timeout, filters are cleared.
Label Customization (Paid Add-Ons)
Docupath supports custom labels for quick visual identification of documents. Three paid add-on labels are available:
Label | Symbol | Meaning | Color |
Duplicate | DUP | Potential duplicate document | Orange |
Urgent | URG | Time-sensitive document requiring priority | Red |
Labels appear as small colored badges next to the Document Number. Multiple labels can be applied to a single document. Labels can be added or removed during document review using the label menu in the document detail view.
Supported Configurations and Options
Configuration | Details |
Default Columns | 7 (Document Number, Uploaded Time, Document Type, Primary Party, Document Date, Status, Action) |
Additional Columns | 10+ custom columns available |
Column Reordering | Yes; drag-and-drop; per-user persistent |
Column Width Adjustment | Yes; resizable dividers; per-user persistent |
Tab Views | 4 tabs (Pending, Validated, Approved, Rejected) |
Tab Customization | Show/hide tabs; reorder tabs (org-wide) |
Filter Types | Region, urgency, document type, organization, trading party, status, date range, custom fields, full-text search |
Simultaneous Filters | Up to 10 filters can be combined |
Labels | DUP, TRF, URG (paid add-ons); multiple labels per document |
Search Scope | Metadata, extracted fields, full-text document content |
Other Technical Specifications
Specification | Value | Notes |
Default Visible Columns | 7 | Customizable per user |
Total Available Columns | 20+ | Including custom fields |
Column Display Order | User-configurable | Drag-and-drop reordering |
Column Width Persistence | Per-user session | Saved to user profile |
Tab Count | 4-5 | Validated tab conditional on role |
Simultaneous Active Filters | 10 maximum | Performance limit at high document volume |
Filter Update Latency | Real-time | < 500ms for most filters |
Search Index Update Frequency | Real-time | < 2 seconds for new documents |
Search Result Highlighting | Yes | Matching fields highlighted in results |
Label Count Per Document | 3 maximum | DUP, TRF, URG labels |
Tab Visibility Scope | Organization-wide | Same tab configuration for all users |
Filter Persistence Duration | Session lifetime | Cleared on logout or timeout |
Red Bubble Indicator | Automatic | Appears when any filter is applied |
Notes
Column Limit: While many columns are available, displaying more than 10-12 columns simultaneously may result in horizontal scrolling and reduced usability. Keep column count reasonable for your workflow.
Search Performance at Scale: Full-text search on organizations with 1,000,000+ documents may have slower response times (2-5 seconds vs. standard < 1 second). Narrow search scope using filters for faster results.
Filter Combination Complexity: Combining 10+ filters may result in zero matching documents. Start with broad filters and refine rather than adding all filters simultaneously.
Custom Field Filter Dependency: Custom field filters only appear if the field has been defined in organization configuration. Fields must be enabled for filtering in the field configuration.
Tab Reordering Scope: Tab reordering is organization-wide, not per-user. All users in an organization see the same tab order.
Label Storage: Labels are stored as document metadata and may appear inconsistently if documents are exported and re-imported into Docupath.
Urgent Filter Logic: The Urgent filter shows documents with the Urgent flag set, but does not affect the processing order in the upload queue. Urgent documents are prioritized in the review workflow only.
Date Range Filter Timezone: Date filters are evaluated in the organization's configured timezone. Documents at timezone boundaries may appear unexpected when filtering by date.