Ever wanted to delete an attachment, copy an incoming document and approve it multiple times or split a PDF file into multiple parts, or just keep the last page? Well, with our document transformation toolset you are able to do all of the above.
In this support article we will explain everything you need to know about the new document transformation tools you have available in Paperbox when manually approving documents. You can jump to a specific section by clicking the on the headers.
Important: Document Transformation is a separate module that can be purchased. You can reach out to [email protected] if you want to learn more about the pricing.
Document Copy
When Document Transformations is enabled in your account, you will be able to create multiple copies of the incoming document. You can create a copy by clicking on the plus icon on the right side of the bundle name. You can see it in the screenshot below marked in red next to the bundle name.
After clicking the + icon, Paperbox will immediately create an additional document named Copy 1, see screenshot below.
You can create more copies by clicking on the + icon. This allows you to create multiple instances of the same document in BRIO by linking the different copies to different BRIO locations.
For example, adding a file on two separate claims entries (Often used in cases with both a claim for the casualty insurance and for the legal aid). Or you could add a document on both the Policy holder as on the underlying contract.
Another example, imagine you have received an e-mail from a person and you want to add this to the file on an Insured level but also on a contract level. By creating a copy you will be able to assign this on different levels.
Tip: You can also change the bundle name in the copy to something else.
Document Split
Document Splitting is another tool that is available as part of the Document transformation tools. Splitting allows you to cut up PDF attachments in multiple parts. For example, an e-mail contains an attachment with General Terms & Conditions, but you want to split the attachment in multiple parts or you simply just want the last page.
✅ Document Split is currently only supported for PDF files.
Cutting up an attachment, or splitting, is done by clicking on the attachment itself and a scissor-logo will appear. This will allow you to split the document in the next step. See screenshot below:
After clicking the scissor logo, you will see a pop-up screen asking you where exactly you want to split the document. You can move your mouse between pages and a scissor-logo will appear. Clicking it will split the document. If you made a mistake, you can either click on the scissor icon again, or close the window to start over.
In the below example, we have split the document in 3 parts. Part one, is from page 1 to 2. Part 2 is from page 3 to 7 and part three is from 8 to 9.
As a result, we will now have 3 attachments instead of 1 attachment. You can see in the screenshot below, on the right side, that the first attachment now only has 2 pages. If you scroll down, you will fill the additional 2 attachment.
As a result, you can now assign different bundle types to each part. And that’s it! That’s how you split documents.
Tip: You can delete specific parts by clicking on the trash-icon, on the right side of the scissor logo. You can learn more about deletes in the last section.
Document Delete
Deleting documents is the final and last action that you will be able to take when manually working through documents in Paperbox. Each document will have a thrash-can icon available, allowing you to delete the document and creating a cleaner version.
Clicking the delete icon will delete the specific part from the entire document. This can be useful when a user has sent you too many different documents that are not relevant as part of their file.
Undoing transformations
If you made a mistake, or want to re-do what you have done, you can undo the transformations with the click of a button. When you have made a change to a document, splitting or deleting a button in the upper right corner will appear “undo transformations”
If you want the document to return to the original state, you can click on the button and it will undo everything.
Need help?
If you’re stuck, or you feel something is not working correctly, don’t hesitate to reach out to us via [email protected] or click on our support bubble in the bottom right corner.