Documents & Structured Storage
Documents in Optimaite Business are organized through Structured Storage (Strukturierte Ablage), secured in the Vault (Tresor), enriched by AI field extraction, and validated through Reconciliation (Abgleich). Together these features give you full control over your document lifecycle.
Structured Storage (Strukturierte Ablage)
Structured Storage organizes documents into a hierarchy of groups, subgroups, and templates:
- Groups — top-level categories (e.g. Invoices, Contracts, Purchase Orders)
- Subgroups — subdivisions within a group (e.g. by year, supplier, project)
- Templates — predefined document templates that set expected fields and filing rules
When AI processes an incoming document, it suggests a group and subgroup based on the document type and extracted content. Confirm the suggestion or move the document manually.
Upload or receive
Documents enter the system via inbox processing, direct upload, or API integration.
AI classifies and files
The AI pipeline determines document type, extracts fields, and suggests a filing location in the structured hierarchy.
Review and confirm
Verify the suggested location, field values, and entity assignments. Confirm to finalize filing.
Vault (Tresor)
The Vault is a secure storage area for sensitive documents that require restricted access:
- Contracts with confidentiality clauses
- Financial records subject to retention policies
- Personal data subject to GDPR or industry regulations
Vault documents are encrypted at rest and access-controlled separately from standard structured storage. Administrators configure vault policies under Verwaltung → Tresor.
External sources
The vault can also ingest documents from external sources — connected cloud storage, SFTP servers, or partner portals. External sources are configured per group and synchronized on a schedule or on demand.
Document field extraction
AI extracts structured data from every document. Extracted fields fall into three categories:
Single-value fields such as invoice number, date, total amount, due date, currency, and sender name. These appear in the document detail panel and are searchable.
Related fields grouped together — for example, a vendor block (name, address, tax ID) or a bank details block (IBAN, BIC, bank name). Grouped fields keep related data organized.
Line items extracted as repeating rows — invoice line items, delivery note positions, or contract schedule entries. Each row has its own set of columns (description, quantity, unit price, total).
Field extraction accuracy depends on document quality and format. Always review extracted values before confirming, especially for amounts and dates.
Document templates
Templates define the expected structure for common document types:
| Template | Typical fields |
|---|---|
| Invoice | Invoice number, date, due date, vendor, line items, totals, tax |
| Purchase Order | PO number, order date, supplier, delivery address, line items |
| Contract | Contract number, parties, start date, end date, value |
| Delivery Note | DN number, shipping date, carrier, positions, quantities |
Templates drive field extraction — when a document matches a template, the AI targets the template's expected fields for extraction. Administrators create and manage templates under Verwaltung → Vorlagen.
Reconciliation (Abgleich)
Reconciliation compares extracted document data against external data sources to identify discrepancies:
Select documents
Choose one or more filed documents to reconcile — for example, a vendor invoice against a purchase order.
Choose comparison source
Select the external data source: a previously filed PO, an ERP export, a bank statement, or a partner system feed.
Review discrepancies
The system highlights mismatches — quantity differences, price variances, missing items, or date conflicts. Each discrepancy is flagged with severity.
Resolve or escalate
Accept matches, correct errors, or escalate discrepancies for manual review. Resolved reconciliations are logged for audit.
Reconciliation results are only as reliable as the source data. Ensure external sources are current and complete before running comparison.
Next Steps
- Inbox & Correspondence — Where documents enter the system
- Entities & Records — Link documents to contacts and organizations