Our Inbox is where you will be able to perform action and complete any tasks that were not able to be auto-completed. Our Inbox exists out of 2 parts: an overview section to quickly see what needs handling and a validation section where you perform the actions. In this help article we will explain both the overview as well as the validation section.
Selecting the Inbox
When navigating to the Inbox section by selecting "Inbox" in the sidebar, you'll default to your assigned inbox. If your team has multiple inboxes or several teams working in Paperbox, ensuring you're in the right inbox is crucial.
In the sidebar, you can see which inbox is currently selected (marked in red with the number 1 in the screenshot below). Use the dropdown menu to choose a different inbox.
Quick Bundle Type filters
Our overview offers quick document type filters to easily view specific types of documents in the Inbox. Selecting any type in the list will update the overview section in the middle of the screen to display only that specific type.
This feature is useful for prioritizing certain documents or collaborating with colleagues to focus on a specific set of document types.
Tip: If the list is too long, use the magnifying glass to type the name of a specific type yourself. (marked in red in the screenshot above with the number 2)
Document Overview
In the middle of you will find the Document Overview showing you all documents by default, or when using the Bundle Type filters.
In the middle, you'll find the Document Overview showing all documents by default or when using the Document Type filters.
The first column displays the document name, usually the email's subject line. The second and third columns show the email's date and time, followed by the document type. Lastly, the "Edited" column shows who edited or handled the document.
At the far right of the overview, you'll see a small donut chart that can be green, yellow, red, or a combination of these colors. This chart quickly indicates why the document wasn't auto-approved. Hovering over the donut chart reveals the following:
Auto Approve: When all checks are green but auto-approve shows a question mark, it means Paperbox would have automatically approved this document, but automated processing isn't enabled. This option is typically disabled during the onboarding phase to allow manual document handling and platform familiarization. Contact your Success Manager if you're unsure about this.
Classification Correctness: This shows whether Paperbox correctly classified the document. Green means correct classification, yellow indicates uncertainty requiring human verification, and red means Paperbox couldn't classify it and needs human intervention.
Field Completeness: This check ensures the document contains all required fields. For example, if Paperbox is configured to require fields X (policy number) and Y (license plate), the document won't be auto-approved if either is missing. You can enable or disable this option in the configuration.
Text Recognition Confidence: This indicates whether we could confidently recognize the text automatically. Green means successful recognition, while red indicates unsuccessful recognition requiring verification.
If any checks are red, human validation is required. If all checks are green, the document will be processed automatically. Gray question marks, not always visible to everyone, usually indicate something is missing due to the configuration.
Validation Overview
When you select a document in the overview section, you'll be redirected to the validation overview. Here, you can perform actions in Paperbox and review documents that couldn't be handled by the system due to failed checks in the Document Overview.
In the screenshot below, all sections are indicated and marked with numbers. We'll cover each subsection in numerical order.
Our Top bar offers a couple of different actions and buttons. We will cover each of them from left to right.
Document Name & Donut Chart: You'll see the document's name and the donut chart, similar to what's displayed in the Overview section.
Tags: Add tags to any document or view existing ones. Tags are useful for reporting and filtering purposes.
Document Type: View the document's classification. You can update this by clicking the edit button and manually classifying it yourself. Note: This may be marked in red or yellow if Paperbox couldn't classify it automatically.
Copying button: Make a copy of the document, useful for linking it elsewhere. After clicking, Paperbox generates an exact copy. Switch between the original and the copy using their respective buttons.
Assigning to a different Inbox: Move a document to another inbox if it's in the wrong one (e.g., when a customer used the wrong email address). Click the button to open a dialog box with a dropdown menu for selecting the new inbox.
Bounce: Forward the document to your personal Outlook/Gmail inbox.
Notes: Annotate a document to share thoughts or feedback and assign it to a different colleague.
Next up is our sidebar on the left side of the screen, indicated with the number 2, in the above screenshot, dedicated to fields and master data:
Search Masterdata: Quickly search master data to link a document. If Paperbox couldn't automatically link a document, it might be due to missing master data (i.e., nothing was detected in the document). Search globally or in specific fields using the dropdown menu to select fields or combine multiple values.
Fields: View all data linked to existing fields. Caution: You can remove or change data in these fields.
Checklist: Get a quick overview of what's missing in the document, similar to the donut chart. This indicates what to look for. When all checkmarks are green, you can approve the document.
Our third part of the Inbox is located just under the Top bar. Here you can find some useful tools to make searching or adding data to your fields section easier.
Magnifier: If you select the magnifier you go into “search morde” and you are able to highlight words or values on the document. The selected Value will appear in the input field and when you click on the blue button on the right side of the input field you will automatically look for that value in the masterdata. You can also just press enter.
Highlight mode: If you select the Highlight option you will be able to highlight parts in the document. This mode allows you to quickly add items to existing fields.
As an example in the screenshot below I have highlighted the total amount of the order, 345 euro. I can now assign this to the field TotalAmount Without VAT and add this to fields section.
The fourth and final part displays the actual document, which can be an email and/or its attachments.
On the right side, indicated by the number 4 in the below screenshot, you'll see each document separately. Select any document to display it in the middle of your screen, where you can use the aforementioned tools and actions to populate or label it.
At the bottom of each document, you'll find a handy toolbar for quick actions. If you can't see this toolbar, it might be collapsed. Simply hover and click the up arrow to display or hide it.
From left to right, the toolbar options are:
Previous & Next page
First or Last page
Fit the Height or the Width of the document
Rotate the document (90°)
Zoom in
Zoom out
Download the document
Show/hide the right sidebar
Document Search (=similar to the option in the tool bar above)
And that's it! We hope this explanation of the options and buttons available in our Validation view is helpful.