PARSER GUIDES

Organizing with Folders

Work With Documents

Organize documents with folders

Folders help you group documents by client, project, type, or any workflow that needs a separate view. You can create folders and subfolders, choose folder colors, move or upload documents into them, and use Smart Folders to add matching documents automatically. Each folder also has its own email address, so documents sent to that address land in the right folder.

Where folders appear

In your parser's Document Inbox, the left panel shows:

• FOLDERS - Your folders and Add folder.
• ALL DOCUMENTS - Every document in the parser. Use the dropdown to switch to Unfoldered Documents (documents not in any folder).

Click a folder to open it. The document list and data table show documents in that folder and any folders inside it. If the folder has subfolders, they appear above the documents.

You can also manage all folders from Parser Settings -> Folders. This is useful when you want to rename folders, change colors, copy folder emails, set Smart Folder rules, or reorder folders and subfolders without opening each one in the inbox.

Creating a folder

1. Click Add folder (or Create your first folder if you have none).

2. In the Create folder dialog, enter a Folder name (e.g. "Acme Corp", "Q1 Invoices").

3. Choose a Folder color if you want the folder to stand out in the list.

4. To make it a Smart Folder, turn on Smart Folder and add the rules PARSER should use to place matching documents in this folder.

5. Click Create folder.

6. After the folder is created, copy the Folder email address if you want to send or forward documents directly into this folder. Click Close or Add another folder.

You can create folders anytime. You can also create subfolders from a folder's More (⋮) menu or while viewing a folder.

Moving documents into folders

When uploading

In the Upload Documents drawer, use Upload to folder (optional). Pick a folder before dropping files--those uploads will go into that folder. You can also Create new folder there and select it.

After upload

• One document: Use the More (⋮) menu on the document row (in the document list or data table) -> Move to folder. Choose a folder or No folder to remove it from its current folder.
• Several documents: In the data table, select the rows with the checkboxes. Click Bulk Actions -> Move to folder, then pick a folder or No folder.

See Bulk Operations for more on selecting and moving multiple documents.

Unfoldered documents

Documents that aren't in any folder are Unfoldered. Use Unfoldered Documents in the left-panel dropdown to view only those. You can move them into folders or leave them unfoldered.

Folder-specific email addresses

You can send documents to folder-specific inbox addresses (e.g. contact@parser.example). The address is based on the parser and folder names. Documents sent there are placed in that folder automatically.

The folder email is shown after you create a folder. You can also copy it later from the folder row or from Folder Settings.

See Send Documents by Email and Configure Email Processing for parser-level email settings.

Smart Folders

Use a Smart Folder when documents should be added to a folder automatically based on their content or details. For example, you can create a folder for a client and add a rule that matches the client name, vendor name, document name, or another extracted field.

To turn an existing folder into a Smart Folder:

1. Open the folder's Folder Settings.

2. Turn on Smart Folder.

3. Add the conditions that should match documents for this folder.

4. Click Save.

If you want to run the rules on documents that are already in the parser, click Apply Smart Folder to existing documents after saving your rules.

Smart Folder rules apply to that folder only. Subfolders can have their own Smart Folder rules.

Managing folders

Use the Settings button on a folder row to open Folder Settings. From there, you can rename the folder, change its color, copy the folder email address, copy the folder ID, and manage Smart Folder rules.

Click the More (⋮) icon on a folder for quick actions:

• Rename folder - Change the folder name.
• Copy folder email - Copy the folder-specific inbox address so you can send documents straight into this folder via email.
• Download folder - Download all documents in the folder and its subfolders as a ZIP file. The ZIP keeps the same folder and subfolder structure.
• Folder Settings - Configure folder options, including color and Smart Folder rules.
• Delete folder - Remove the folder. You can move its documents to No folder or delete them. Choose what you prefer before confirming.

Managing folders in parser settings

For a full folder management view, open Parser Settings -> Folders.

In this section, you can:

• See folders and subfolders in one place.
• Copy folder email addresses.
• Open Folder Settings for any folder.
• Create top-level folders or subfolders.
• Reorder folders or move them into another folder.
• Download or delete folders.

Tips

• Use folders for clients, projects, or periods (e.g. "January 2025") so you can filter and export by group.
• Use colors to make important folders easier to spot.
• Use Smart Folders when documents follow a predictable pattern, such as a client name, vendor name, or document type.
• Upload to folder when you already know where documents belong.
• Folder email is useful when vendors or clients send directly into a specific folder.
• Use Download folder to archive all documents in a folder or share them with a client.

Next steps

• Uploading Documents - Upload to a folder
• Bulk Operations - Move many documents at once
• Parser Settings -> Email Processing - Folder-specific email