Automation¶

Automate document processing with AI-powered rules and workflows.

Quick Links¶

• Rules - Create automated document rules
• Workflows - Multi-step automation pipelines

Overview¶

Archivus automation features handle repetitive document tasks automatically, freeing you to focus on higher-value work.

Automation Features¶

Document Rules¶

Create rules that automatically process documents when uploaded:

• Auto-route - Move documents to correct folders
• Auto-tag - Apply tags based on content
• Auto-classify - Categorize by document type
• Auto-notify - Alert team members

Learn more about Rules →

Workflows¶

Create multi-step automated workflows:

• Classification - Identify document types
• Extraction - Pull key data (amounts, dates, names)
• Routing - Move to appropriate folders
• Notification - Alert relevant team members

Learn more about Workflows →

Use Cases¶

Finance¶

Invoice Processing:

1. Upload invoice
2. AI extracts vendor and amount
3. Routes to vendor-specific folder
4. Tags with "invoice", vendor name, month
5. Notifies AP team

Legal¶

Contract Management:

1. Upload contract
2. AI identifies contract type
3. Extracts parties, dates, amounts
4. Routes to appropriate subfolder
5. Tags with type, client, expiration
6. Creates calendar reminder for expiration

HR¶

Resume Processing:

1. Upload resume
2. AI extracts candidate info
3. Categorizes by role
4. Routes to hiring manager folder
5. Tags with skills, experience level
6. Notifies hiring manager

Operations¶

Policy Management:

1. Upload policy document
2. AI identifies policy type
3. Extracts effective dates
4. Routes to compliance folder
5. Tags with department, policy type
6. Notifies relevant team

Getting Started¶

Create Your First Rule¶

1. Go to "Automation" → "Rules"
2. Click "New Rule"
3. Configure:
4. Trigger: When document is uploaded
5. Condition: If document type is "invoice"
6. Action: Move to "Invoices" folder and tag "pending"
7. Click "Create"
8. Upload test document to verify

Detailed guide →

Create Your First Workflow¶

1. Go to "Automation" → "Workflows"
2. Click "New Workflow"
3. Add steps:
4. Step 1: Classify document
5. Step 2: Extract key data
6. Step 3: Route to folder
7. Step 4: Notify team
8. Test workflow
9. Activate

Detailed guide →

Common Automations¶

Auto-Routing by Type¶

Goal: Automatically route documents to correct folder based on type

Rule:

• Trigger: Document uploaded
• Condition: Type is "contract"
• Action: Move to "/Legal/Contracts" folder

Auto-Tagging by Content¶

Goal: Automatically tag documents based on content

Rule:

• Trigger: Document uploaded
• Condition: Contains "urgent" or "priority"
• Action: Add tag "urgent"

Notify on Important Documents¶

Goal: Alert team when important documents arrive

Rule:

• Trigger: Document uploaded
• Condition: Type is "invoice" AND amount > $10,000
• Action: Notify finance team

Extract and Route¶

Workflow:

1. Extract vendor name from invoice
2. Create folder "/Invoices/{vendor}" if doesn't exist
3. Move invoice to vendor folder
4. Tag with vendor name and month
5. Notify AP team

Automation Limits¶

By plan:

Best Practices¶

Rule Design¶

Workflow Design¶

Monitoring¶

• Review regularly - Check automation logs
• Adjust as needed - Refine rules based on results
• Monitor costs - Track AI credit usage
• Test changes - Always test before activating

Monitoring Automation¶

Activity Dashboard¶

View automation activity:

1. Go to "Automation" → "Activity"
2. See recent executions
3. Filter by:
4. Rule/workflow
5. Status (success/failure)
6. Date range
7. View execution details

Execution Logs¶

Detailed logs for each execution:

• Timestamp
• Trigger
• Conditions evaluated
• Actions taken
• Result (success/failure)
• Error messages (if any)

Troubleshooting¶

Rule Not Triggering¶

Check:

1. Rule is active (not paused)
2. Conditions are correct
3. Trigger matches document
4. No conflicting rules
5. Check execution logs

Workflow Fails¶

Common issues:

• Missing data for extraction
• Folder doesn't exist
• Insufficient permissions
• API rate limit reached

Solution: Check logs for specific error

Wrong Results¶

If automation produces wrong results:

1. Review rule conditions
2. Test with sample documents
3. Adjust conditions
4. Re-test before activating

AI Credit Usage¶

Automation uses AI credits:

Next Steps¶

• Create Rules - Set up your first automation rule
• Build Workflows - Create multi-step workflows