Document review actions
Understand the difference between saving values, organising, marking reviewed, following up, and discarding.
On this page
The same document viewer is used in Documents and the dashboard’s review workspace. The available controls depend on the document’s state and your access.
Which action should I use?
| Action | Result | What it does not do |
|---|---|---|
| Edit, then save | Saves corrected extracted values and records the changes in Activity. | Does not re-read the file or finish the human check. |
| Change document type | Changes classification and extracts fields for the new type. | Does not preserve the previous type’s set of corrections. |
| Re-extract fields from the document | Reads values again when processing the selected type. | Does not guarantee that previous manual corrections will survive. |
| Confirm and organise | Starts processing and filing a document awaiting a decision. | Does not immediately guarantee success or mark it Reviewed. |
| Publish to Xero | Records the publish attempt and outcome. Complete success marks the document Reviewed. | Does not mark it Reviewed if publishing or the file attachment fails. |
| Reviewed checkmark | Records the final check and locks field/type editing in the interface. | Does not offer an unmark action. |
| Create task | Creates linked follow-up work in the dashboard workspace. | Does not send a document request, organise the file, or clear Pending Review. |
| Open task | Opens existing follow-up work. | Does not create another copy of that work. |
| Discard → Yes, discard | Removes the unwanted stored file. | Does not request a replacement. |
Processing, review, and Reviewed
Ready in Documents means processing completed. Processing files calls this outcome Completed. It does not say that a colleague has checked every value.
Pending Review is the workspace for files needing a human decision, including files that cannot be classified or validated confidently and relevant failures.
Reviewed is a separate final checkpoint. It prevents extracted-value and document-type edits in the interface. The checkmark is available only for supported states and users with the required access; its availability is not a recommendation to ignore an unresolved problem.
Check document activity
Open Activity to see the document’s recorded events, newest first, with the person and time. Select View details on a field-edit event to compare the Before and After values, including changes inside line items. Saving unchanged values or an invalid form adds no field-edit event.
Use Older and Newer to move through longer histories. The activity is read-only.
Publishing or sending through a document action records the attempt and outcome. For Publish to Xero, the record includes its destination and external reference. Export to CSV leaves the review status unchanged and adds no publish/send event. Open View details for the external reference or failure reason. Complete success, including the file attachment, marks the document Reviewed and locks field/type editing.
If the attachment fails after Xero creates the document, the activity retains its external reference and the document remains unreviewed. Check Xero before retrying to avoid creating a duplicate. An attempt whose outcome is unconfirmed also needs checking before you retry.
Preserve corrections when organising
Changing the type always extracts fields for the new type. When the selected type is already correct, clear Re-extract fields from the document to keep saved values. Save or cancel an unfinished field edit before organising.
Accepted organisation removes the item from the review queue while processing runs. It can return if processing fails or needs another decision. Check the outcome before treating filing as complete.
Follow-up and removal are separate decisions
Creating a task leaves the original in Pending Review. Use the task to obtain a replacement or resolve a question; separately decide whether the original should be kept, corrected and organised, or discarded.
The task can contain its own copy of a source document as an attachment. Removing a task attachment does not remove a separately filed original. See Attachments and Documents.
Follow Review processed documents or Resolve documents needing attention for the step-by-step instructions.
For the integration choices and custom enquiries, read Document Actions. For recorded events, attribution and before-and-after values, read Document activity.