DocPilot user guide

This guide is for business users (uploading, searching, approving) and organization administrators (team, workflows, document types). It describes the product as delivered in the web workspace and the mobile app.

• Product promise: centralize contracts, automate their processing, speed up approvals.
• The flow: intake → checks → AI reading → approval workflow → logged decision.
• Two surfaces: document management and administration on the web; approval inbox on mobile.
• Human help: the contact form on the public website (no built-in tickets or chat).

1. 1

   Activate an invited account

   If you received an invitation, open the activation link, enter your first and last name, choose a password (at least 10 characters, with an uppercase letter, a lowercase letter and a digit), then sign in to your organization’s workspace.

2. 2

   Sign in

   Open the workspace and enter your credentials. Once signed in, the dashboard shows recent documents, inbox tasks, documents in AI review and ongoing contracts.

3. 3

   Profile

   Your profile shows your identity, organization and role. You can also change your password there.

4. 4

   Understand your scope

   On top of your role, access to documents can be restricted by department. Two people with the same role do not necessarily see the same files.

tenant_admin

Administers the organization: team, departments, approval chains and document settings.

manager

Oversees workflows and can act more broadly on documents and tasks within their scope.

validator

Handles the inbox: approve, reject, request changes, comment.

user

Uploads and views documents within their scope; takes part according to the rights granted.

viewer

Read-only access, with no approval or administration actions.

Department

Who approves: Legal, Finance, Procurement, HR… DocpilotAI automatically detects a document’s department; you can correct it in one click. Every organization starts with a complete default list of departments.

Document type

A per-organization catalog: extraction schema (expected fields) and the default approval chain linked to it.

From the Team page, an administrator invites members with a role, assigns them to one or more departments, and manages the list of departments. Invitation and management permissions are reserved for authorized roles.

Each organization has an ingestion address. Attachments received there become documents just like a web upload. Mail to an unknown recipient is ignored; processing (checks, OCR, extraction, workflow) then starts asynchronously.

1. 1

   Web upload

   Drag and drop a file, choose a title and type; DocpilotAI suggests the department, which you can correct, as well as tags. The upload goes to secure storage, then through the antivirus scan and the reading pipeline.

2. 2

   After intake

   A notification can flag that the document was received. Technical statuses (extraction, failure, review) stay separate from business statuses (draft, in review, approved…).

• Formats: MIME types allowed by the platform (PDF and common image formats first and foremost).
• Maximum size: enforced at upload; a file that is too large is rejected before processing.
• Antivirus: no OCR or workflow starts on a file detected as infected.

Business lifecycle

DRAFT, IN_REVIEW, APPROVED, REJECTED, CHANGES_REQUESTED, ARCHIVED.

Processing status

Shows where the pipeline stands: review required, extraction in progress, routed to a workflow, or failed.

Versions

A new version never overwrites the original. The history of versions and extractions is kept.

• Document page: preview, extracted fields, metadata, versions, tags, history, comments.
• Document assistant: an always-available panel to ask questions about a document (and related documents) once the text is available.
• Classification: department (detected automatically by DocpilotAI, editable), tags and manual metadata — often required before starting a workflow.
• Downloading the original depends on the documents.download permission.
• Search: title, OCR text, contract number, parties, tags; filters for type, department, status, dates.

1. 1

   OCR

   The file is read (native text or recognition). A preview can be generated for viewing.

2. 2

   Classification

   A document type is suggested with a confidence score. Below the threshold set by the organization, human review is required.

3. 3

   Extraction

   The fields in the type’s schema are filled in (e.g. supplier contract: number, parties, dates, amount, currency, notice period, jurisdiction, signatories). Each field carries a score and its source.

In human review (HITL), an authorized user corrects the fields. The history keeps the previous extraction; the workflow can then start on the corrected version. Originals are never overwritten.

• Confidence thresholds configurable per organization (classification and extraction).
• OCR / LLM providers chosen per organization; no claim of training on your contracts.
• Document content is not written to application logs.

Step types

APPROVAL, REVIEW, INFORMATION, SIGNATURE, ARCHIVE.

Approval chain

An ordered list of named approvers, specific to each department. A document routed to a department follows its chain step by step.

Decision

At each step, the approver approves (moves to the next step, then final approval), rejects (ends the workflow) or requests changes (back to the author, then restarts from the first step).

From the Tasks inbox, open a task to see the preview, extracted fields and history. Available actions: approve, reject, request changes, reassign, comment. Due dates and reminders help make sure nothing goes unanswered.

• Admin: create / edit a workflow (new version), publish, pause, resume or cancel an instance.
• Contextual help: on the Workflows pages, an “Understanding and configuring a workflow” panel explains steps, assignments, quorum and publishing.
• The workflow only starts after successful document routing (type + confidence + active workflow).
• Every action feeds an immutable log for traceability.

• On the web: the contract list (title, reference, workflow status, department, owner, expiry date) with a link to the related document.
• On mobile: creating and tracking small contracts, alongside the approval inbox.
• The contract’s business status stays in step with the progress of the approval workflow.

Business events trigger in-app notifications (the bell on the web) and, depending on settings, e-mails. Preferences let you adjust what you receive.

• Document received, OCR / extraction completed, review required.
• Workflow started, task assigned, due-date reminder.
• Decision: approved, rejected, workflow completed.
• Mobile push: architecture planned; everyday use relies on the inbox + in-app notifications.

• View the document and the extracted fields.
• Approve, reject or request a change.
• Receive task notifications; deep link to a task.
• Create / track light built-in contracts; combine several photos into a single PDF when the flow offers it.
• Document assistant and guided discovery tour to learn the key gestures on first use.

• Android: download the APK from the home page (#mobile), manual installation.
• iOS: distributed via TestFlight (public link once published on App Store Connect).

• Organization isolation via the authentication token, reinforced in the database (RLS) and with a dedicated object storage prefix.
• RBAC + department / document grant scopes.
• Immutable originals: new versions are stacked, never silently overwritten.
• Append-only audit of sensitive actions and the workflow log.
• Antivirus scan (ClamAV) on e-mail ingestion before OCR and routing.
• AI policy: providers chosen per organization; no claim of training on your contracts.

1. 1

   A supplier e-mails a PDF

   The message reaches the ingestion address → document created → OCR / extraction → review if confidence is too low → DocpilotAI detects the department (e.g. Procurement) and starts its approval chain → archiving. Every decision stays in the log.

2. 2

   A colleague uploads a scan

   Web upload → DocpilotAI detects the department, add tags if needed → the document appears in the repository → find it later by supplier, number or OCR keyword.

3. 3

   An approver works through their queue

   Opens the inbox → selects a task → reads the preview and extraction → approves, rejects or requests changes. On mobile, the same flow fits in the dedicated inbox.

4. 4

   An admin publishes a workflow

   Invites approvers → configures the Procurement department’s approval chain (order of named approvers) → publishes the active chain.

1. 1

   From the website

   Open the Contact section (#contact). A preview invites you to fill in the form or write directly to the address shown (by default social@docpilot-app.com).

2. 2

   Form

   First enter a reply e-mail address, then your name, optionally your company, and your message. We reply to that address; the message is forwarded to the DocPilot team by e-mail.

3. 3

   In the workspace

   For an Enterprise quote, the billing and Pricing pages offer a mailto link to the same contact address. Usage questions are handled first through this documentation, the workflows’ contextual help and the document assistant.