Are you unsure about what happens to a document in Rossum once it leaves your email inbox? We have prepared a quick guide for you that will lead you through all the different statuses a document may have in Rossum.
When you send a document to the queue, Rossum will immediately start to extract the data from it. During this stage, the document has an importing status.
In case something went wrong during the upload stage or later during the importing stage, the document will fail with a failed_import status. This can happen, for example, when a document is too long, the document file is corrupted, or due to an internal processing error.
After the data extraction process is successfully finished, the document status will change to to_review. You can see documents with this status in the To review tab in the user interface.
Note: If you have automation enabled in the queue, every successfully processed document will still pass through a to_review state. If you have enabled automation, the document will pass through this state without the need for human verification. If you don’t have automation enabled for the queue, the document will have the to_review state until a human validator reviews and confirms the document.
When you open a document to review it, the status will switch to reviewing. From this stage you can do more actions:
- Return to the main dashboard. The document status will then change back to to_review.
- Confirm the document by clicking on the Confirm button. This will switch the document status to confirmed, exporting, or exported.
- Postpone the document for later review. Such a document will have a postponed status and will be accessible in the Postponed tab.
- Delete the document. This will switch the document status to deleted.
You may be wondering how confirming a document can lead to three different statuses. Let’s break it down a bit.
Historically, all the confirmed documents went directly to the exported state. In new accounts, a new Confirmed tab is automatically visible. If you have the tab enabled, your documents will go from the reviewing state directly to confirmed, from where you can still make some edits to the document if needed. You can read more about the confirmed status and how you can also enable it for older accounts here.
By clicking on the Export button, you can export the data from the confirmed documents. After that, they will automatically switch to the exported status.
If you have a connector extension assigned to the queue, you can make use of the exporting status. If your connector is asynchronous, the exporting status will allow your human operators to continue reviewing other files while the previous one is being exported. If you were to keep your connector synchronous, the operator would need to wait till the connector exported the file and wouldn’t be able proceed with reviewing. You can read more about how the connector extensions operate here. Without a connector, the document will be switched directly to the exported state.
Note: If your connector listens and runs some code when the hook /save is called, a confirmed state must be disabled on such a queue. Otherwise, the code will not run.
If you have a connector extension on your queue, you can experience documents falling to 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.
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.