Simply AskingDocs

Document Family Detection

When you upload multiple similar documents (purchase orders, invoices, compliance forms), the system automatically detects patterns and prevents false duplicate flags.

This guide is for anyone who uploads recurring business documents like purchase orders, invoices, shipping orders, or compliance forms. It is especially helpful if you are uploading documents from multiple vendors (e.g., POs from Riverstone Foods, Lakewood Supply, and Cedarhill Retail) or uploading the same type of document monthly.

When you upload multiple files at once, the system scans the filenames for common patterns. If it detects that several files share the same document type (like "Purchase Order" or "Distribution Instructions"), it shows a brief confirmation panel before uploading.

Confirming the detection does two things:

Saves the patternFuture uploads of this document type will never trigger false duplicate flags.
Tags the documentsWith their type (e.g., "Purchase Order"), which helps organize them and improves search results.
1

Select your files

Go to the Upload page and select multiple files. For example, select 10 purchase orders from different vendors.

2

Review detected families

If the system finds a common pattern (like "Purchase Order" across your files), a confirmation panel appears showing the detected document family and how many files match.

3

Confirm and upload

Click "Confirm and upload" to save the pattern and start uploading. All files in the family will be tagged with their document type, and future uploads of this type will skip duplicate checks automatically.

What if I upload just one file?Family detection only activates for two or more files. Single file uploads work exactly as before.
What if I click 'Not a family' by mistake?No problem. The files will still upload normally with standard duplicate detection. You can always dismiss duplicate flags later to teach the system the pattern.
Does this affect my existing documents?No. Family detection and doc_type tagging only apply to new uploads. Existing documents are not changed.
What types of documents are recognized?Purchase orders, invoices, receipts, shipping orders, distribution instructions, compliance forms, inspection reports, and work orders. Other patterns will still be detected but without automatic type tagging.
Does this work with integrations?Yes. When you sync for the first time, the system detects families and asks for confirmation, just like direct uploads. Automatic weekly syncs learn new patterns without confirmation.
Will exact duplicates still be caught?Yes. Exact duplicate detection (same file content) always works. Only similarity-based detection (different documents that look similar) is skipped for document families.
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