Navigating Tofu with Smart Search
Step 1: Access the Search Bar
Hover your mouse over the search bar at the top of the app.
Click on it to see the available actions for the current page.
Step 2: Search and Navigate
Type the action or page you want to access (e.g., “Organization Settings”).
Click the suggested option to go directly to that page.
Step 3: Toggle the Sidebar
Use the search bar to expand or collapse the sidebar for easier navigation.
Ctrl / Cmd + B – Toggle sidebar
Step 4: Change App Theme
Switch between Light, Dark, or System theme directly from the search bar.
Step 5: Entity-Level Actions
Open the search bar at the entity level to manage documents and extractions.
Available actions include:
Select all documents
Select all extractions
Mark all documents as done
Export all extractions
Publish all extractions
Import all extractions
Delete all extractions
💡 Need to delete an entity?
If you need to remove an entity, see How to Delete an Entity in Tofu for step-by-step instructions.
Step 6: Complete Your Workflow
Use the search bar to quickly perform these actions without navigating through multiple menus.
This streamlines your workflow, saves time, and improves efficiency when managing documents and extractions.
Upload from Anywhere
The Upload button at the top of the sidebar lets you add documents from any screen, without opening an entity first.
This is the Upload button on the upper left. Choose the Entity and Extraction Type, then drag and drop your files or click to select them. You can upload PDF, Office documents, images, and text files, up to 10MB per file.
You can also upload from within an entity using the upload icon in the top-right of the Source Documents panel, or the Upload Document button shown when a panel is empty.
Or drag files straight onto the review screen, with no need to open the Upload dialog first. Drop them anywhere on the screen, choose an Extraction Type when prompted, and Tofu attaches them to the entity you are viewing.
All of these open the same upload dialog, so you can drag and drop, browse for files, or let a connected cloud source sync automatically.
Keyboard Shortcuts for Faster Navigation
🧾 Document & Page Viewer
Use these shortcuts while reviewing invoices and other documents:
W – Zoom in
E – Zoom out
R – Rotate clockwise
Q – Reset view
A – Jump to first page
S – Jump to last page
D – Previous page
F – Next page
C – Toggle “Center to extracted field”
V – Toggle highlights (bounding boxes)
🧩 Form Fields
Speed up data entry and validation:
Click any date field
– Opens a calendar picker for faster, format-safe date selectionTab / Enter – Accept date suggestion
Tab – Move to next field
Shift + Tab – Move to previous field
Arrow Up / Arrow Down – Disabled in numeric fields to prevent accidental changes
📋 Select Fields (Accounts, Tax Rates, etc.)
Work faster with dropdown fields:
Ctrl / Cmd + C – Copy the selected option label
Ctrl / Cmd + V – Paste text to auto-select a matching option (by code, name, or label)
📑 Selecting Documents or Pages
Handle multiple items efficiently:
Shift + Click – Select a range
Ctrl / Cmd + Click – Add or remove individual items
UI Preferences and Display Options
Show or Hide Scroll Bars
You can control whether scroll bars are always visible or hidden:
Go to Account → Preferences
Toggle the Scroll bar visibility setting
This is useful if you prefer a cleaner UI or want clearer visual indicators when reviewing long documents.
Sort Entities Alphabetically
You can enable sorting for entities in the sidebar to make them easier to find.
How it works:
Click the sort icon to toggle between sorting options:
Default – Shows the original entity order (icon shows both ↑↓)
A–Z (ascending) – Sorts entities alphabetically (↓AZ)
Z–A (descending) – Sorts entities in reverse alphabetical order (↑AZ)
Each click cycles through: Default → A–Z → Z–A → Default
💡 Tip: The sort icon updates to reflect the current sorting state, so you can quickly see whether sorting is default, ascending or descending.
Organize Entities into Folders
You can create folders in the sidebar to group your entities. This is useful when managing a large number of clients or processors across different workflows.
How it works:
In the sidebar, click the + icon to create a new folder.
Give the folder a name (e.g., "Active Clients," "Month End," "Sarah's Entities").
Add entities into the folder, or manage them from within the folder.
Folders are collapsible. Click the folder header to expand or collapse.
Folders are personal to your account. Other users in your organization can set up their own groupings independently.
Resize the Entities Panel
You can drag the edge of the Entities panel in the sidebar to make it wider and see full entity names.
How it works:
Hover over the right edge of the Entities panel until the resize cursor appears, then drag it to your preferred width.
This is especially useful when working with longer entity names that would otherwise be cut off.
Quick Tips:
🔍 Instant Navigation – Type any page or action in Smart Search to jump there immediately
📂 Sidebar Control – Toggle the sidebar to reduce clutter (Ctrl / Cmd + B)
🎨 Theme Switching – Change Light, Dark, or System theme from the search bar
🗂️ Bulk Actions – Select, export, publish, import, or delete all extractions at once (entity level)
⬆️ Upload Anywhere – Add documents from any screen using the Upload button at the top of the sidebar
⌨️ Keyboard Speed – Use shortcuts to zoom, rotate, and page through documents while reviewing
🧾 Faster Reviews – Toggle highlights and center-to-field to validate extracted data quickly
🧠 Stay in Flow – Combine Smart Search + shortcuts to avoid menu hopping
🧼 Clean UI – Hide or show scroll bars via Account → Preferences → Scrollbar for your preferred layout
📐 Wider Entity Panel – Drag the right edge of the Entities panel to expand it and see full entity names
📅 Date Picker - Click any date field in extraction review to select a date from a calendar instead of typing it manually
🗂️ Entity Folders - Create folders in the sidebar to organize entities by workflow, client type, or processor assignment