Document Profiles in FileStudio

Document Profiles are saved rules for recurring document formats.

Use a profile when documents from the same source usually have the same layout or wording: letters from one organization, recurring payments, bank confirmations, supplier invoices, submission forms, and similar repeated formats.

A profile has match keywords. These are phrases FileStudio looks for before deciding that the dropped document belongs to that profile.

Defaults for created records can set direction, status, from, to, folders, tags, and flags. These defaults are applied before the New Record form opens, so the user can review and change them before saving.

Field mappings fill values such as date, code, title, IN code/reference, amount, and notes. Simple users can select text in the extracted text preview and apply it to a field. Advanced users can still use templates or regex when needed.

Duplicate Check controls how FileStudio warns about possible duplicates. Exact file hash catches the same file. Similar extracted text and reference/date/correspondent checks help catch renamed or repeated documents.

Test Rules accepts text-readable files and PDFs with embedded text. Scanned files that need OCR should be processed with AI Autofill + OCR from the register instead.

When enabled in settings, AI can create or adjust saved regex profile suggestions from uploads. AI-generated profiles are marked as AI generated so users know they should review the rules before depending on them.

Related: AI Autofill and OCR Uploads in FileStudio, FileStudio File Settings, Registering a Record in FileStudio.