Do you know what happens to a document in Rossum after it leaves your email inbox? We’ve put together a quick guide that will walk you through all the different statuses a document can have in Rossum.

Different statuses your document can have in Rossum

When you send a document to the queue, Rossum begins extracting data from it right away. During this stage, the file has an importing status.

Let’s say something goes wrong during the uploading stage. Rossum will not import the document in this case, and it will receive a failed_import status. It can happen when a document is too long, the file is corrupted, or an internal processing error occurs.

The document status will change to to_review after successful data extraction. You can find documents with this status in the “To review” tab.

Note:  If you enable automation in the queue, every successfully processed document will still go through the to_review state but it will pass through this state without the need for human verification.
If the queue doesn’t have automation enabled, the document will remain in the to_review state until the human validator reviews and confirms it.

When you open a document for review, the status changes to reviewing. What you can do at this point:

• Go back to the main dashboard. The document’s status will then switch back to to_review.
• Click the Confirm button to confirm the document. It will update its status to confirmed, exporting, or exported.
• Click the Reject button to reply to the sender via email with a custom note and reject the document. It will get rejected status and you will be able to access it through the “Rejected” tab. 
• Delete the file. The document’s status will change to deleted.

What does the Confirm button do?

You may be confused as to how confirming a document can result in three different statuses. Let’s break that down a little bit.

In the past, all confirmed documents went directly to the exported status. In new accounts, you get a new Confirmed tab automatically. If you have the tab enabled, your documents will go from the reviewing state directly to confirmed, from where you can still make some changes to the document if needed. You can learn more about the confirmed status and how to enable it for older accounts here.

You can export the data from the confirmed documents by clicking the Export button. They will then automatically change to the exported status.

Connectors and webhooks

If you have assigned a connector extension to the queue, you can use the exporting status. When your connector is asynchronous, the exporting status allows your collaborators to continue reviewing other files while the previous one is being exported. In case you keep your connector synchronous, the operator will have to wait for the connector to export the file and cannot continue with the review.

Learn more about connector extensions here. Without a connector, Rossum will switch the document directly to the exported state.

Note: If the connector listens and runs some code when the hook /save is called, a confirmed state for such a queue must be disabled. Otherwise, the code will not run.

In addition, if you have a connector extension in your queue, documents may fall into the failed_export status if the connector returns an error and the document cannot be exported successfully.

You can press the red button at the bottom of the page to send the document back to the to_review status.

Please note that the connectors are a bit outdated. For new implementations, we recommend using webhooks, which are a newer and more flexible alternative to connectors.

If you would like to be notified about a status change for the purpose of integration, consider using our Webhook extension notifications. It is a good tool for getting notifications about document status changes in Rossum.