Simply AskingDocs

Document Types & Modes

Learn how document types and modes control duplicate detection, and how to configure them for your organization.

This guide is for anyone who uploads recurring business documents. It is especially useful if your organization handles purchase orders, invoices, or compliance forms from multiple vendors or partners (e.g., POs from Riverstone Foods, Lakewood Supply, and Cedarhill Retail) or uploads the same type of document on a regular schedule.

Owners and Admins can configure document types in Org Settings. All roles except Member can select document types during upload.

By the end of this guide, you will understand how document modes and types work together to keep your library organized and duplicate-free.

Transactional vs Knowledge modesThe difference between document modes and when to use each one.
Configure custom typesHow to set up and customize document types for your organization.
Upload with typesHow to select a document type when uploading files.
Automatic detectionHow the system automatically detects document families and how integration sync preview works.

Every document type has a mode that controls how duplicates are handled. There are two modes:

Transactional Mode (T)Every version is unique. Use for documents where every instance is a separate record, even if they look similar. The system will never flag two purchase orders as duplicates. Examples: PO_Riverstone_Foods_March.pdf, Invoice_Oakmont_Partners_001.pdf.
Knowledge Mode (K)New versions replace old. Use for documents where only the latest version matters. When you upload a newer version of a policy or manual, the system flags the old one as a potential duplicate. Examples: Employee_Handbook_v3.pdf, Safety_Procedures_2026.pdf.
How It Decides: When you upload a file, the system checks if it matches a known document type. If it matches, the mode is read. Transactional: keep all versions. Knowledge: flag old versions as potential duplicates. If no type matches, standard duplicate detection applies.
1

Open Org Settings

Navigate to Org Settings and select the Document Types tab. Click Settings in the Team section of the navigation menu, then select the Document Types tab at the top of the page.

2

Add a Custom Type

Click Add Type to create a new document type. Enter the type name (e.g., "Franchise Agreement"), select its mode (Transactional or Knowledge), and save. The new type will immediately appear in the upload type selector.

3

Review and Manage

Your custom types appear alongside the defaults. You can edit the name or mode of custom types, or delete them if they are no longer needed. Default types cannot be modified or deleted.

1

Start an Upload

Navigate to the Add page and choose your upload method (file, URL, paste, or compose).

2

Select the Document Type

In the upload form, find the Document Type selector. Choose the type that matches your document. If no type applies, leave it as "General" and standard duplicate detection will apply.

3

Submit and Process

Submit the upload. The system uses the selected type's mode to determine how to handle any matching documents already in your library. Transactional types always create a new document. Knowledge types check for existing versions first.

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