Submissions

Submissions provide a queue-based system for document intake, processing, and review. Submit documents for AI-powered extraction, route them through workflows, and track their progress through human review stages.

What Are Submissions?

Submissions are containers for documents that need processing and potential human review:

• Document batches — Group related documents together
• Processing queues — Route submissions through defined workflows
• Review tracking — Monitor which documents need human attention
• Multi-tenant support — Isolate submissions by organization or tenant
• Status management — Track submission lifecycle from intake to completion

Use submissions when you need structured document intake with review workflows.

Submission Lifecycle

Submissions progress through defined states:

State Transitions

• Open → Processing — Automatically when processing starts
• Processing → Review — When AI completes and human review needed
• Review → Completed — All documents reviewed and approved
• Completed → Closed — Manual close to finalize submission
• Any → Closed — Manual close to cancel submission

Creating Submissions

Adding Documents

Add documents to submission for processing:

Upload Methods

Direct Upload:

1. Click Add Documents button
2. Select files from file picker
3. Choose upload method (direct or via URL)
4. Confirm upload

Drag and Drop:

1. Drag files from desktop
2. Drop onto submission detail pane
3. Upload begins automatically

Bulk Upload:

1. Click Bulk Upload
2. Select folder containing documents
3. All files uploaded to submission

Supported Formats

• PDF — Single or multi-page PDF documents
• Images — PNG, JPEG, TIFF, BMP
• Office Documents — DOCX, XLSX, PPTX (converted to PDF)
• Scanned Documents — Any image format with OCR

Maximum file size: 50MB per document (configurable).

Document Metadata

Each document includes:

• Filename — Original file name
• Page Count — Number of pages
• Upload Date — When document added
• Source — Upload method (manual, API, email, etc.)
• Processing Status — Queued, processing, complete, failed

View metadata in document list.

Master-Detail Layout

Submissions use efficient master-detail interface:

Left Sidebar

Submission List:

• All submissions for selected tenants
• Search and filter
• Status indicators
• Quick create button

Queue List:

• Available processing queues
• Queue depth and processing stats
• Select to view queue details

Tabs:

• Submissions — Your document submissions
• Queues — Processing queue status

Right Panel

Submission Detail:

• Submission metadata and status
• Document list with thumbnails
• Processing results
• Review status per document

Actions:

• Add documents
• Close submission
• Reopen submission
• Delete submission
• Edit settings

Document List

Each document shows:

• Thumbnail — First page preview
• Status Badge — Processing state
• Confidence — AI extraction confidence
• Review Status — Approved, pending, rejected
• Actions — Preview, review, download

Click document to open in review panel.

Processing Flow

Documents in submissions flow through processing stages:

1. Document Upload

Documents added to submission via upload or API.

State: Queued

2. AI Processing

Workflow executes on document:

• Classification (document type detection)
• Extraction (field value extraction)
• Validation (business rules checking)

State: Processing

3. Confidence Check

AI predictions evaluated:

• High confidence (>90%) — Auto-approved, skip review
• Medium confidence (70-90%) — Route to review queue
• Low confidence (<70%) — Flag for priority review

State: Review (if not auto-approved)

4. Human Review

Reviewer examines predictions:

• Verify extracted fields
• Correct errors
• Approve or reject document

State: Completed (after review)

5. Downstream Processing

Approved documents trigger downstream actions:

• Save to database
• Update external systems
• Generate reports
• Trigger notifications

State: Closed (when submission finalized)

Document Review

Review Panel

Click document to open review panel (side panel or full-screen):

Features:

• Document preview with zoom/pan
• Extracted fields with confidence scores
• Correction interface
• Approval/rejection buttons
• Annotation tools

Preview vs Review Mode

Preview Mode:

• Read-only document view
• See predictions without editing
• Quick verification

Review Mode:

• Full correction interface
• Edit field values
• Approve or reject
• Add annotations

Toggle modes in panel header.

Field Editing

For documents requiring corrections:

1. Click field to edit
2. Modify value as needed
3. Optionally adjust confidence
4. Click Save to preserve changes
5. Click Approve to complete review

Changes are immediately saved and used to update models.

Bulk Review

Review multiple documents at once:

1. Select documents via checkboxes
2. Click Bulk Review
3. Interface shows all selected documents
4. Navigate with arrow keys
5. Approve/reject/correct in sequence

Efficient for batch processing similar documents.

Submission Management

Editing Submissions

Update submission details:

1. Click Edit in submission header
2. Modify name, description, or RAG indices
3. Click Save to apply changes

Cannot change tenant after creation.

Closing Submissions

Finalize submission when complete:

1. Verify all documents reviewed
2. Click Close Submission
3. Confirm closure

Closed submissions:

• Cannot add new documents
• Cannot edit existing documents
• Read-only access for audit

Reopening Submissions

Reopen closed submission if needed:

1. Select closed submission
2. Click Reopen
3. Submission returns to open state

Documents can be added and reviewed again.

Deleting Submissions

Permanently remove submission:

1. Click Delete in submission menu
2. Confirm deletion (requires typing “CONFIRM”)
3. Submission and all documents deleted

Queue Management

View and manage processing queues:

Queue Detail View

Select queue from sidebar to see:

Queue Statistics:

• Total documents in queue
• Processing rate (docs/hour)
• Average processing time
• Success/failure rates

Recent Documents:

• Last 100 documents processed
• Processing status
• Error messages if failed

Queue Controls:

• Pause queue
• Resume queue
• Clear queue
• Configure queue settings

Queue Monitoring

Track queue health:

• Queue depth — Number of pending documents
• Processing velocity — Documents per hour
• Error rate — Percentage of failures
• Backlog — Estimated time to clear queue

Alerts trigger when:

• Queue depth exceeds threshold
• Processing stalls (no progress for 30 minutes)
• Error rate above 10%

Multi-Tenant Support

Submissions are tenant-scoped:

Tenant Selection

Filter submissions by tenant:

1. Click tenant dropdown in sidebar
2. Select one or more tenants
3. Submission list filters to selected tenants

Tenant Isolation

• Submissions visible only to tenant members
• Cross-tenant access prevented
• Separate RAG indices per tenant
• Isolated processing queues

Multi-Tenant Operations

Admins can:

• View submissions across all tenants
• Compare processing metrics per tenant
• Manage tenant-specific configurations
• Transfer submissions between tenants (with approval)

Integration with Workflows

Submissions integrate with workflow automation:

Workflow Triggers

Create submissions from workflows:

[Trigger: Email Received] → [Create Submission] → [Add Email Attachments]

Processing Workflows

Route submission documents through workflows:

[Document Added] → [Classify] → [Extract Fields] → [HITL Review] → [Save to DB]

Completion Actions

Trigger actions when submission complete:

[Submission Closed] → [Generate Report] → [Email Stakeholders]

Configure workflow connections in submission settings.

API Access

Programmatic submission management via API:

Create Submission

POST /api/submissions/create
{
  "tenantId": "tenant-123",
  "name": "Invoice Batch 2024-03",
  "description": "March 2024 invoices"
}

Add Document

POST /api/submissions/{id}/documents
Content-Type: multipart/form-data
 
file: <document.pdf>

Get Submission Status

GET /api/submissions/{id}
 
Response:
{
  "id": "sub-123",
  "status": "review",
  "documentCount": 25,
  "reviewedCount": 20
}

See API documentation for full reference.

Reporting and Analytics

Track submission performance:

Submission Metrics

Per-submission analytics:

• Documents processed vs pending
• Average processing time per document
• Review completion rate
• Accuracy (before vs after review)

Historical Trends

Over time, track:

• Submissions per day/week/month
• Processing throughput
• Review workload
• Auto-approval rates

Export Reports

Export submission data:

1. Select submission
2. Click Export
3. Choose format (CSV, JSON, Excel)
4. Download report

Includes:

• Document metadata
• Extracted fields
• Review decisions
• Processing timestamps

Best Practices

Submission Organization

• Descriptive names — Include date, batch number, document type
• Reasonable size — 50-200 documents per submission ideal
• Consistent tenancy — Don’t mix tenants in same submission
• Tag appropriately — Use RAG indices for discoverability

Processing Efficiency

• Batch similar documents — Process same types together
• Set confidence thresholds appropriately — Balance auto-approval vs review load
• Monitor queues — Address backlog before it grows
• Use workflows — Automate submission creation and routing

Review Management

• Daily review cadence — Don’t let review queue grow
• Assign reviewers — Distribute work across team
• Track SLAs — Set and monitor review time targets
• Provide feedback — Correct errors to improve models

Next Steps

• Configure Review Queue for efficient review
• Use Review Panel to complete reviews
• Build automated Workflows for submissions
• Monitor performance in Monitoring