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Filters in Tofu: Source Documents & Extraction Panel

Written by Jess B
Updated over 3 weeks ago

Quickly locate, understand, and manage your documents and extractions in Tofu using filters.


Filters help you focus on what needs attention, reduce clutter, and move faster through your workflow. You can also save frequently used filters as default for a more personalized experience.

This article explains:

  • What each status means

  • Where statuses appear in Tofu

  • How to use filters to find and manage your work

Where Filters are Available

You can access filters using the Filter Funnel icon in the top-right corner of:

  • Source Documents panel

  • Extraction panel

Note:
If the filter icon isn’t visible, your panel or browser window may be too narrow. Expand the width until the icon appears.

Filters Available in Both Panels

Status / Extraction Status

Shows the current processing stage of a document or extraction.

Common statuses and what they mean:

  • Pending
    The document or extraction is queued and waiting to be processed.

  • Processing
    Tofu is actively analyzing or extracting data from the document.

  • Needs Review
    Processing is complete, but user review is required. This may happen when:

    • Confidence is low

    • Possible duplicates are detected

    • Manual validation is required

  • Done
    The document no longer requires action. This happens when:

    • An extraction was successfully created

    • The file was synced from accounting software

    • The user manually marked it as Done

  • Error
    A system or processing error occurred. Review the document and retry if needed.

Pro tip:
Use Done to keep your workspace clean. After completing extraction or review, marking items as Done removes them from your active queue.

Source

Shows where the document originated from, such as:

  • Direct upload to Tofu

  • Email submission

  • Accounting integrations (e.g. Xero, QuickBooks)

  • Cloud storage (e.g. Google Drive, SharePoint, Dropbox)

🔗Learn more: Using the Source Filter in Documents and Extraction Columns

Extraction Type

Filters by the type of extraction, such as:

  • AP Bill

  • AR Invoice

  • Bank Statement

  • Direct Expenses

How it shows up:

  • In the Source Documents panel, extraction type helps you narrow documents based on the type they’re being processed/associated with in Tofu.

    • If you see multiple types listed, hover over the label to view the full list in the tooltip.

  • In the Extraction panel, extraction type filters the actual extraction records by their type.

Created Date

Filters documents or extractions based on when they were created in Tofu.

💡 Tip: Finding Older Extractions

Created Date supports filtering any date range, including older extractions.

For historical work, set a custom date range and combine it with Workflow or Status filters to narrow results faster.

Statuses and Labels Specific to a Panel

Some statuses or labels appear only in certain panels:

  • Source Documents Panel Only:

    • Duplicated: The document was uploaded more than once. This is a label only, meant to prevent duplicate entries; it is not a filter. Learn more how to manage duplicated documents.

  • Extraction Panel Only:

    • Verified: Extractions that have been reviewed and confirmed.

    • Limit Reached: Extractions paused due to monthly usage limits; cannot be reviewed or processed until upgrade or monthly reset.

    • Deleted: Extractions that are deleted

Panel names:

  • Source Documents panel → Status

  • Extraction panel → Extraction Status

🔗Learn more: Understanding Document and Extraction Statuses in Tofu

📌Pro-tip:

Use the Done status to manage your workspace efficiently.

  • Files marked Done have been fully processed — either automatically or after review.

  • When dealing with duplicates, isolate the duplicate using the isolate icon, complete extraction as needed, and then mark both original and duplicate Done so they no longer clutter the Source Documents panel.

  • After splitting a complex document into extractions and assigning pages, marking the source document Done keeps attention focused on extractions that still need review or action.

Filters Available Only in the Extraction Panel

In the Extraction panel, filters are grouped into two sections:

  • Extraction Filters — for managing and reviewing extracted data

  • Invoice Filters — available only for invoice-related extractions

Contact

Filters extractions by the customer or vendor identified in the document.

Publish Status

Shows whether the extraction has been published to your accounting system.

  • Not Published — Not yet pushed to the accounting software.

  • Published — Successfully published.

  • Edited After Published — Updated in Tofu after publishing.

  • Publish Error — Failed to publish due to an error.

Import Status

Shows whether data from your accounting system was synced back to Tofu.

  • Not Imported — No data imported.

  • Imported — Successfully imported.

  • Import Error — Import failed due to an error.

🔗Learn more: Publish and Import Filter in Tofu

Publish Date

Filters extractions based on the date they were published.

📌Pro-tip:

Verified extractions are typically removed from your active review queue so you can focus on items that still need action.

If you need to find verified items again:

  • Use search, or

  • Adjust Extraction Status filters to include Verified, or

  • Use date filters to narrow down the list.

Invoice Filters

These filters are available only for invoice-related extractions and are designed to stay dynamic.

Invoice Status

This filter lets you view invoices based on their accounting status in the software integrated with Tofu:

  • Submitted – Invoice has been created/submitted in the accounting software.

  • Authorized – Invoice has been approved for processing or payment.

  • Paid – Invoice has been fully paid.

  • Partially Paid – Invoice has been partially paid; some amount is still outstanding.

  • Voided – Invoice has been canceled or voided and is no longer valid.

Note: These statuses reflect the actual state of the invoice in your accounting software (e.g., QuickBooks, Xero).

Invoice Number

Searches for a specific invoice using its invoice number.

Amount

Filter invoices based on the total invoice amount.

You can search invoice amounts in two ways:

  • Exact amount
    Enter a specific total amount to find invoices that match it exactly.

  • Amount range (Minimum–Maximum)
    Specify a minimum and maximum amount to find invoices within that range.

Examples:

  • Find invoices with a total amount of 1,200

  • Find invoices between 500 and 2,000

Tip: Combine Invoice Amount with Invoice Status or Due Date to quickly identify high-value unpaid or partially paid invoices.

Invoice Date and Due Date

Filters invoices by:

  • A specific date, or

  • A date range

Summary of Available Filters

Filter

Source Documents Panel

Extraction Panel

Can Be Set as Default

Status / Extraction Status

✅

✅

✅

Source

✅

✅

✅

Created Date

✅

✅

❌

Extraction Type

✅

✅

✅

Contact

—

✅

✅

Publish Status

—

✅

✅

Import Status

—

✅

✅

Publish Date

—

✅

❌

Invoice Status

—

✅

❌

Invoice Number

—

✅

❌

Amount

—

✅

❌

Invoice Date

—

✅

❌

Due Date

—

✅

❌

Legend:

✅ = available

❌ = not available

— = not applicable

🔍 Use these filters to quickly find and manage your documents and extractions.

💾 Save your preferred settings as default for common filters, while invoice filters stay dynamic to always show the latest data.

⚡Filter smarter, work faster!

Related Articles
Mastering the Document and Extraction Review
Learn the process: File Processing and Extraction Review in Tofu
Using the Source Filter in Document and Extraction Columns
Using the Tofu API for Document Ingestion
Publish and Import Filter in Tofu
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