Navigating the document review queue, understanding status transitions, filtering documents by status, and routing documents to the right reviewers.
The Document Queue is the primary interface for document management in Docupath. It displays documents organized into tabs corresponding to their current status.
The queue shows extracted data in a dual-pane interface: the left pane lists documents, and the right pane displays detailed extraction results and metadata for the selected document. Users can navigate between tabs, search for specific documents, apply filters, customize columns, and perform bulk actions.
Document Status Lifecycle
Documents progress through the following states during their lifecycle:
Pending Status Group
Pending (Processing): Document is currently being processed by the AI Model Garden. The document appears in the Pending tab with a "Processing" indicator. This status typically lasts 30 seconds to 2 minutes.
Pending (Waiting for Review): Document processing completed successfully and awaits human review. The document appears in the Pending tab, ready for a Reviewer or Validator to examine extracted data.
Pending (No organization): The document could not be automatically assigned to a sub-organization, for example an email sent to a Main Organization address where no routing rule resolved a single sub-organization. It appears in the Pending tab with an organization selector in place of the status. A reviewer can pick the correct sub-organization from the selector, which lists the document's Main Organization and its sub-organizations, and reprocess the document to assign it. These documents are visible to parent and admin users; sub-organization users see them only after assignment.
Failed: Document processing failed due to corruption, unsupported format, image quality issues, or transient errors. Failed documents appear in the Pending tab with an error indicator. Users can reprocess failed documents or delete them.
Validated Status
Validated: Document has been reviewed and validated by a Validator role user. The Validated tab displays documents that passed validation. Validated documents may be exported or rejected if issues are discovered upon further review.
Approved Status Group (Platform)
Approved: Document has been approved by a Reviewer or Manager and is ready for export or downstream processing. Approved documents appear in the Approved tab.
Approved Status Group (API Only)
Approved: Document has been approved by a Reviewer or Manager and is ready for export or downstream processing. Approved documents appear in the Approved tab.
Sent: Document has been exported or sent to a downstream system (e.g., ERP, accounting software). Sent documents appear in the Approved tab with a "Sent" indicator.
Acknowledged: Document has been received and acknowledged by the downstream system. Acknowledged documents appear in the Approved tab with an "Acknowledged" indicator.
Not Acknowledged: Document was sent but the downstream system did not acknowledge receipt within the expected timeframe. Not Acknowledged documents appear in the Approved tab and require investigation.
Rejected Status
Rejected: Document was rejected during review due to data quality issues, policy non-conformance, or other reasons. Rejected documents appear in the Rejected tab and can be deleted, or held for manual investigation. Rejected documents cannot be reprocessed directly, and must be re-uploaded if reprocessing is required.
Status Transition Workflows
Documents follow predictable status transitions based on user actions and system events:
Upload → Processing → Pending (Waiting) → [Validation → Approved → Sent]: Standard workflow with validation enabledUpload → Processing → Pending (Waiting) → Approved → Sent: Simplified workflow without separate validation stepUpload → Processing → Failed → [Re-upload → Processing → Pending]: Error recovery workflow
Tab Views and Organization
The Document Queue is organized into the following tabs:
Tab | Contents | Status Values | Notes |
Pending | Awaiting review | Processing, Pending, Failed | Default tab on first load |
Validated | Passed validation | Validated | Only visible if Validator role exists |
Approved | Ready for export | Approved, Sent, Acknowledged, Not Acknowledged | Primary export tab |
Rejected | Failed review | Rejected | Documents requiring investigation or reprocessing |
Filtering and Search Functionality
Documents can be located using several methods:
Search by Name or Content:
Search by document number, supplier name, invoice number, or other extracted field values
Full-text search across extracted data and original document metadata
Search results highlight matching fields
Filtering Options:
Region: Filter by geographic location (if region data is configured)
Urgency: Filter by Urgent flag
Document Type: Filter by invoice, purchase order, contract, etc.
Organization: Filter by organization or sub-organization (if multi-org access exists)
Trading Party: Filter by supplier, customer, or counterparty
Status: Filter by individual status values or status groups:
Pending Verified - Document is in "Pending" status, with verified trading parties detected in the document
Pending Unverified - Document is in "Pending" status, with unverified trading parties detected in the document
Failed - Document has failed to process (e.g., unsupported document type)
Date Range: Filter by document date, upload date, or last modified date
Validators: Filter by validators of the documents
Active Filter Indicator:
When any filter is applied, a red bubble appears on the Pending / Validated / Approved / Rejected tab labels, indicating that results are filtered rather than showing all documents. Users can clear filters by clicking the red bubble or using the "Clear Filters" button.
The Urgent Flag
The Urgent flag enables document prioritization. Documents flagged as Urgent appear with a "URG" label. A document receives the URG flag when either:
The sub-organization the document is uploaded to has Mark documents as urgent enabled (configured under Manage organizations in the Main Menu), or
The Urgent checkbox is selected for the document in the upload queue during uploading.
Urgent flagging is typically used for time-sensitive documents (e.g., critical invoices, regulatory documents) and should be applied sparingly to maintain queue prioritization effectiveness.
The Duplicate Flag
Docupath provides configurable duplicate document handling, set up under System settings in the Main Menu. When a document is detected as a duplicate, it is marked with a "DUP" label. Depending on the configured handling mode, a duplicate may be rejected and flagged, or marked as pending review for manual confirmation.
Backlog Management Strategies
Managing large document backlogs requires strategic prioritization and workflow optimization:
Apply Urgency Labels: Use the Urgent flag for documents requiring immediate attention. Recommended to limit Urgent flagging to 10-15% of daily volume for effective prioritization.
Use Status Filters: Focus reviews on the Pending tab first (documents awaiting initial review), then move to Validated and Approved tabs. Process Rejected documents separately.
Bulk Review Operations: Use bulk review to process up to 50 documents at once, applying consistent decisions to similar documents (e.g., all invoices from a specific supplier).
Assign Documents: Assign documents to specific Reviewers or Validators using the assignment feature. This distributes workload and prevents duplicate efforts.
Document Status Visibility
The status of each document is prominently displayed in the Status column on all tabs. Hovering over a status indicator reveals additional details:
Timestamp: When the status was last changed
Changed By: Which user (or system) changed the status
Reason: (If applicable) Why the document was rejected or failed
Supported Configurations and Options
Configuration | Details |
Status Tab Views | Pending, Validated (if enabled), Approved, Rejected |
Filter Types | Region, urgency, document type, organization, trading party, status, date range, custom attributes |
Search Scope | Document metadata, extracted fields, full-text content |
Urgent Flag | Marks documents for priority processing |
Duplicate Handling | Configured under System settings; marks duplicates with a DUP flag |
Bulk Review Limit | 50 documents maximum per session |
Status Transition Controls | Reviewers can approve/reject; Validators can validate; Managers can reassign |
Other Technical Specifications
Specification | Value | Notes |
Status Tabs Available | 3-4 tabs | Validated tab only visible if Validator role exists |
Maximum Documents Per Tab | Unlimited | Pagination after 100 documents |
Bulk Review Limit | 50 documents | Maximum documents in single bulk review session |
Search Response Time | < 2 seconds | Full-text search across all extracted data |
Filter Combination Limit | 10 active filters | Maximum filters applied simultaneously |
Status Change Audit Trail | Complete | All status changes logged with user and timestamp |
Bulk Assignment Limit | 50 documents | Maximum documents assigned in single operation |
Status Transition Time | < 1 second | Status change reflected in UI immediately |
Notes
Status Transition Restrictions: Documents cannot transition backward in status (e.g., cannot move from Approved to Pending). Documents must be rejected and reprocessed to re-enter the review workflow.
Validated Tab Visibility: The Validated tab only appears in the Document Queue if at least one user has the Validator role. Sub-organizations may not see Validated tabs if validators are only assigned at the parent organization level.
Bulk Status Changes Non-Reversible: When multiple documents are bulk-approved or bulk-rejected, individual approvals/rejections cannot be undone. Consider using a test bulk operation before applying to critical documents.
Filter Performance at Scale: Applying multiple filters on organizations with 100,000+ documents may result in slower search performance (3-5 second response time vs. standard 2 seconds).
Status Label Customization: Status labels (e.g., "Approved," "Rejected") cannot be customized. All organizations use the same standard status nomenclature.
Urgent Flag Limits: The Urgent flag does not affect processing order in the upload queue. Processing order is determined by upload sequence and priority tier.
Sub-Organization Status Visibility: Parent organization admins can see all document statuses across sub-organizations, but sub-organization users only see documents assigned to their sub-organization.