Objective
This article outlines steps to effectively manage your view in the file and document review experiences in Tofu, ensuring a clean and efficient workflow for multi-type extraction.
Mastering the File Review
1. Bulk Collapse Document Previews 0:15
If the view appears cluttered, use the bulk collapse command to reduce all document previews into a simple list.
This will help maintain a clean view.
2. Manage Document Status Filters 0:37
In the source documents column, keep all statuses active except for 'done'.
This practice helps you identify which files require action while clearing the list of files you need to review as you go. Like a checklist ✅
3. Understand Document Statuses 1:05
Familiarize yourself with the meanings of each status:
Pending: Files still being uploaded.
Processing: Files currently being processed (Tofie is deciding whether they should be reviewed in Source Documents or go straight to becoming an extraction).
Needs Review: Files requiring your review. This applies to files that may contain multiple documents.
Done: Files already processed. Tofie will mark a file as Done when an extraction was automatically generated from such file upon upload. You can also manually mark a file as done.
Error: Files that could not be uploaded.
Note: You may see a Duplicated label on a document if it was uploaded more than once. This is a label only (not a filter) and helps prevent duplicate entries. Learn more how to manage duplicated documents.
4. Creating Extractions (Multi-Type)
Tofu supports multi-type extraction with an extractions-first workflow, where you manually create extractions and select the extraction type upfront. This replaces the old “drag here to create a new extraction” behavior and ensures each extraction follows the correct processing and review rules.
Select the pages you want to extract from in Source Documents.
Selecting Pages for Extractions:
Select Pages in Sequence
Ensure your file (multiple documents) is uploaded in Source Documents.
To select pages 2, 3, and 4:
Click on page 2.
Press and hold the Shift key.
Click on page 4.
This selects all pages from 2 through 4.
Select Non-Adjacent Pages
For pages 1, 5, and 6:
Hold down the Control key (Command on Mac).
Click each page you want to include (1, 5, 6).
Create Extractions and Select the Extraction Type
Once pages are selected, click the Create Extractions button.
Choose the Extraction Type during creation:
AP Bills
AR Invoices
Bank Statements
Direct Expenses
Reordering Pages Within an Extraction
Select a page and drag it to the desired position within that extraction.
Cautionary Notes
Ensure the correct pages and extraction type are selected before creating extractions.
Double-check the order of pages after reordering to avoid errors.
Tips for Efficiency
Use keyboard shortcuts: Shift for sequence selection, Control/Command for non-adjacent pages.
Batch multiple document types in one file and assign extraction types during creation to save time.
Managing the Document Review
1. Review Centering Functionality 2:01
Use the centering functionality to navigate back to the document you are reviewing, especially if you are at the bottom of the list.
2. Manage Extraction Status Filters 2:37
In the Extractions column, untick the 'verified' filter to focus on items that need action. Similarly to what you do with documents, Once verified, move on to the next extraction to maintain a smooth workflow. ✅
3. Handling Pending Extractions 3:03
Identify extractions marked Pending in gray, which have no data extracted yet.
Evaluate whether you need to add more pages to the attached documents.
Click the sparkle ✨ icon to initiate extraction.
4. Monitor Processing Status 3:28
After clicking the sparkle ✨ icon, the extraction will change to 'processing' status (yellow).
Data extraction will generate the corresponding document type ready for accounting software export.
5. Focus on Key Extraction Statuses 3:49
Prioritize reviewing extractions that need your validation by filtering by:
Needs Review
Review Later
Error
Cautionary Notes
Ensure to regularly check the status of your documents and extractions to avoid missing any actions required.
Be cautious when marking files as 'done' to ensure they are truly completed.
Limit Reached: If you see this status in Extractions, your organization has hit its monthly usage limit. Extractions won’t process until you upgrade (Billing → Manage Subscription) or limits reset on the 1st of the month.
Tips for Efficiency
Regularly use the bulk collapse feature to maintain a clean workspace.
Familiarize yourself with the status meanings to quickly assess what needs your attention.
Use filters effectively to streamline your review process.
Batch upload multiple document types to save time.