Welcome to Documo's new Workspaces—a dedicated hub for documents awaiting processing. Here, your workflow meets efficiency, allowing you to process and effortlessly transfer your documents to your EHR. Check out Intelligent Document Processing for more information.
Table of contents:
Workspaces
Workspace Settings
Workspaces
All accounts will have access to Workspaces. Only paid workspaces plans will have access to IDP actions (OCR, classification, extraction, and auto-split) and EHR integrations. Upgrade your plan to use these features.
Your Documo platform role determines what permissions you have in Workspaces. View below what each role can do:
OWNERS/ADMINS
- View and navigate to the Home icon to access Workspaces
- Invite/remove users from a workspace
- Delete/create workspaces
- Add/remove fax numbers as a Data Source
- Change workspace retention
- Enable/disable IDP actions to automatically run per workspace
- View/delete documents in a workspace
- Move documents to another workspace
- Process documents in a workspace
USERS
- Must be added to Workspaces by an admin first
- Open a workspace and view the document list
- Upload/delete documents in a workspace
- Move documents to a different workspace they're a member of
- Process documents in a workspace
First, navigate to workspaces by clicking the Workspaces menu in the portal then My Workspaces.
To create a new workspace, click Create:
Name your workspace, add members, and enable IDP settings. Your members must be users within Documo:
NOTE: The classification model is set on a workspace basis. Editing the workspace allows you to set the model and revision before enabling automatic classification on all documents in a workspace.
Once your workspace is created, click the 3 dots to manage it:
Edit Workspace:
Automation: Enable or disable AI automations for that specific workspace. All documents in the workspace will automatically have OCR, Classification, Extraction, and Split Detection run if they're enabled.
Set document retention to the amount of days you would like documents to remain in your workspace before they're automatically deleted.
Classification: Set the model and revision type before having classification run on documents in a workspace. Different workspaces can use different models and revisions. Uncheck the box to only have document types display in the document processor that were used to create the revision:
Model: The original model that was trained to classify documents
Active Revision: The specific revision model that is currently in use for document classification.
Assignment Accuracy: The confidence level that the classification tool must reach when classifying a document type. The default is More Matches, but you are able to move the slider to your preference.
Members: View and edit members and their roles that are in the workspace:
Data sources: Select the fax number(s) on your account for any inbound faxes you would like to appear in your workspace. Note that a fax number can only be added to one workspace at a time, but you can have multiple fax numbers assigned to a workspace:
Upon clicking a Workspace, all documents in that Workspace will display in the table. Below you will find what each column means:
Date: The date that the document was uploaded or faxed into the workspace. This column also includes the status of the document.
Possible statuses:
New
Opened
In progress
Done
Sent to EHR
Document Name:
Uploads: The name of the original document
Inbound faxes: inbound_date and time of fax record_messageID of the fax
These can be changed in the processor window and the new name will display in the workspace table
Source: Will display an upload icon and the user that uploaded it for manually uploaded documents and it will display the outbound and inbound fax numbers for a received fax
Patient Name: This is updated once the patient name is selected in the document processor
Document Type: Classified document type
Sign Status: If a signature field is detected on a document and the status of the field (must have the Signature add on for this column to appear)
Tags: Add or remove tags for specific documents
IDP: All IDP actions on the workspace have run
Click Upload Files to add more documents to that workspace:
Click Export to download a CSV of the metadata of selected documents. Filter a workspace to export data for only selected documents:
Clicking the 3 dots next to a document opens up the options for that document:
If classification and extraction have already been ran, processing the document populates the document type and the data fields in the document processor. Document type and data fields can be added manually if classification and extraction have not been ran. Click Process:
You're able to edit the document name on the top of the processor window:
Info & History gives an audit trail of actions that users and the system took:
Workspace Settings
First, navigate to Workspace Settings in the Workspaces menu:
Document Type: Document classes and manually defined types of documents that can be used to automatically or manually set the document type in the processor.
To add a new document type, click + Document Type:
Document types with the lock have been trained with the classification model. Only these will be automatically selected during document processing.
Pencil icon document types were manually added. You can assign them to documents yourself, but the model will not choose them automatically.
To manage and edit tags, navigate to the Tags tab in Workspace Settings:
Workspaces is designed to help teams collaborate on active documents — not to serve as a document storage solution. To keep the experience fast and reliable for everyone, Documo may apply limits on document volume or usage.
If you have any other questions, please reach out to support@documo.com.