Filing · Chapter 7

The inbox

The inbox is the place where a pile of paper becomes an orderly filing cabinet. Everything new waits there, with its fields filled in and a note of where each proposal comes from. You look it over, change what is wrong and file it. Only then is the document in the archive. Nothing is filed by itself, not even when every proposal is certain.

What is in the inbox

Every vault has an inbox of its own. The list shows you the inboxes of all the vaults where you may file, and each entry says which vault it waits in and who it comes from. Whoever has only “Read” in a vault does not see its inbox. In shared vaults everybody with “Edit” or “Manage” sees the same thing. What others have shared with you one by one sits in a group of its own, “Shared with you one by one”. A number on the menu item “Inbox” says how much is waiting.

The inbox with six waiting letters: the list on the left, at the top the “Electricity instalment October 2026” from Wiesental Energy, the page in the middle, and on the right the filled-in fields Title, Sender, Kind, Date, Amount, Vault, Tags and Dates, each saying where its proposal comes from, such as “as last time”, “Rule” or “from the text”. A note above the fields says “Looks like a document you have”. — The inbox: check the proposals, one click files it.

Filing a letter

Open the entry
An entry that still says “Being read …” is being read by nexpaper right now. You need not wait, the fields fill in by themselves. Otherwise click it and you see the page.
Look at the page
“View large” opens the whole document big, each page by itself with a magnifier. “Edit pages” turns, deletes or reorders pages right here (chapter Pages).
Check the fields
Below the page are “Title”, “Sender”, “Kind”, “Date”, “Amount”, “Vault” and “Tags”, and under them “Dates”. Each field names where its proposal comes from. What is wrong you overwrite. Once you have changed something, no later proposal overwrites it.
File it
One click on “File it” files the document in the chosen vault and opens the next one at once. On a computer Ctrl+Enter does it too. “Filed in Home” confirms it briefly.

With “Delete” you put a document in the trash instead, after a question. It stays there for 30 days.

Where a proposal comes from

Behind every field a small note says where the proposal comes from. nexpaper takes the most reliable source that knows anything, in this order.

Origin	Means
“E-invoice”	The detail is in the data of the invoice and was not guessed from the text.
“Rule”	A rule of the vault or of the server set it.
“as last time”	An earlier document with the same IBAN, VAT number, customer number or letterhead was filed like this.
“from the text”	nexpaper found the date, the due date or the amount in the text.
“AI”	A model proposed it where nothing more reliable knew. Only if an AI is set up.
“your default”	The vault comes from your choice under “Where your uploads go”.

How rules, “as last time”, date and amount from the text and the AI work is explained in the chapter Proposals.

“Always like this?”

If you change the kind or the vault of a sender on a document, the inbox asks below the fields: “Always like this? Sender “Wiesental Energy” is always Invoice”. With “Remember as a rule” nexpaper creates a rule that applies from the next document on. “Just this once” leaves it at that. The question comes only if you may manage the vault.

Filing many at once

After a delivery of paper there are often many letters in the inbox whose proposals are right. You file those in one go.

Tap “Select”
A box appears before every entry. “Select all 20 loaded” takes all the ones that are loaded.
Optionally set things for all of them
Above the list you can choose a “Vault”, a “Kind” and an “Add tag” for everything selected. If a field stays on “Unchanged”, each document keeps its own proposal. “Filing takes over the proposals.”
File
The button reads, for example, “File 12”. nexpaper checks each document one by one. What did not work it names afterwards, with the reason. Up to 200 documents go at once. “Done” hides the boxes again.

The inbox in selection mode: three letters are ticked, above them “3 selected” with the fields Vault, Kind and Add tag (on “Unchanged”) and the button “File 3”. — Select several documents and file them together.

Keys

On a computer there are four keys: j goes to the next entry, k back, x selects and Ctrl+Enter files. They work as long as the cursor is not in a field. With them you clear a pile without touching the mouse.

When you have it already

If exactly the same file is already in nexpaper, the upload tells you. A sheet you have scanned or photographed once more, nexpaper recognises by picture and text. The entry then carries the note “Looks like one you have”, and in the inbox it says “Looks like a document you have” with two buttons: “Discard” puts the new one in the trash and keeps the one you had, “See the one you have” opens it. It compares only with documents you may see yourself. You decide, nexpaper discards nothing by itself.

When something cannot be read

Some files cannot be read in, a password-protected PDF, for instance, a damaged file or one with too many pages. The entry then shows “Could not be read” and names the reason. With “Try again” nexpaper reads once more, or you delete the file. If recognising the text takes too long, the document stays in the inbox without text. Pages and preview are there; only the search does not find the text yet. A long document, from 300 pages on, announces it: recognising its text takes a while.

Good to knowIf your pile has blank sheets in between, the inbox proposes splitting it into single documents. You recognise it by the small pair of scissors on the entry and the note “Split proposed”. More in the chapter Pages.