paperless-ngx/docs/usage.md

# Usage Overview

Paperless is an application that manages your personal documents. With
the help of a document scanner (see [the scanners wiki](https://github.com/paperless-ngx/paperless-ngx/wiki/Scanner-&-Software-Recommendations)),
paperless transforms your unwieldy physical document binders into a searchable archive
and provides many utilities for finding and managing your documents.

## Terms and definitions

Paperless essentially consists of two different parts for managing your
documents:

- The _consumer_ watches a specified folder and adds all documents in
  that folder to paperless.
- The _web server_ provides a UI that you use to manage and search for
  your scanned documents.

Each document has a couple of fields that you can assign to them:

- A _Document_ is a piece of paper that sometimes contains valuable
  information.
- The _correspondent_ of a document is the person, institution or
  company that a document either originates from, or is sent to.
- A _tag_ is a label that you can assign to documents. Think of labels
  as more powerful folders: Multiple documents can be grouped together
  with a single tag, however, a single document can also have multiple
  tags. This is not possible with folders. The reason folders are not
  implemented in paperless is simply that tags are much more versatile
  than folders.
- A _document type_ is used to demarcate the type of a document such
  as letter, bank statement, invoice, contract, etc. It is used to
  identify what a document is about.
- The _date added_ of a document is the date the document was scanned
  into paperless. You cannot and should not change this date.
- The _date created_ of a document is the date the document was
  initially issued. This can be the date you bought a product, the
  date you signed a contract, or the date a letter was sent to you.
- The _archive serial number_ (short: ASN) of a document is the
  identifier of the document in your physical document binders. See
  [recommended workflow](#usage-recommended-workflow) below.
- The _content_ of a document is the text that was OCR'ed from the
  document. This text is fed into the search engine and is used for
  matching tags, correspondents and document types.

## Adding documents to paperless

Once you've got Paperless setup, you need to start feeding documents
into it. When adding documents to paperless, it will perform the
following operations on your documents:

1.  OCR the document, if it has no text. Digital documents usually have
    text, and this step will be skipped for those documents.
2.  Paperless will create an archivable PDF/A document from your
    document. If this document is coming from your scanner, it will have
    embedded selectable text.
3.  Paperless performs automatic matching of tags, correspondents and
    types on the document before storing it in the database.

!!! tip

    This process can be configured to fit your needs. If you don't want
    paperless to create archived versions for digital documents, you can
    configure that by configuring
    `PAPERLESS_OCR_SKIP_ARCHIVE_FILE=with_text`. Please read the
    [relevant section in the documentation](/configuration#ocr).

!!! note

    No matter which options you choose, Paperless will always store the
    original document that it found in the consumption directory or in the
    mail and will never overwrite that document. Archived versions are
    stored alongside the original versions.

### The consumption directory

The primary method of getting documents into your database is by putting
them in the consumption directory. The consumer waits patiently, looking
for new additions to this directory. When it finds them,
the consumer goes about the process of parsing them with the OCR,
indexing what it finds, and storing it in the media directory.

Getting stuff into this directory is up to you. If you're running
Paperless on your local computer, you might just want to drag and drop
files there, but if you're running this on a server and want your
scanner to automatically push files to this directory, you'll need to
setup some sort of service to accept the files from the scanner.
Typically, you're looking at an FTP server like
[Proftpd](http://www.proftpd.org/) or a Windows folder share with
[Samba](https://www.samba.org/).

### Web UI Upload

The dashboard has a file drop field to upload documents to paperless.
Simply drag a file onto this field or select a file with the file
dialog. Multiple files are supported.

You can also upload documents on any other page of the web UI by
dragging-and-dropping files into your browser window.

### Mobile upload {#usage-mobile_upload}

The mobile app over at [https://github.com/qcasey/paperless_share](https://github.com/qcasey/paperless_share)
allows Android users to share any documents with paperless. This can be
combined with any of the mobile scanning apps out there, such as Office
Lens.

Furthermore, there is the [Paperless
App](https://github.com/bauerj/paperless_app) as well, which not only
has document upload, but also document browsing and download features.

Another option is [Paperless Mobile](https://github.com/astubenbord/paperless-mobile), an Android app that supports document upload, scanning, management of labels and more.

### IMAP (Email) {#usage-email}

You can tell paperless-ngx to consume documents from your email
accounts. This is a very flexible and powerful feature, if you regularly
received documents via mail that you need to archive. The mail consumer
can be configured via the frontend settings (/settings/mail) in the following
manner:

1.  Define e-mail accounts.
2.  Define mail rules for your account.

These rules perform the following:

1.  Connect to the mail server.
2.  Fetch all matching mails (as defined by folder, maximum age and the
    filters)
3.  Check if there are any consumable attachments.
4.  If so, instruct paperless to consume the attachments and optionally
    use the metadata provided in the rule for the new document.
5.  If documents were consumed from a mail, the rule action is performed
    on that mail.

Paperless will completely ignore mails that do not match your filters.
It will also only perform the action on mails that it has consumed
documents from.

The actions all ensure that the same mail is not consumed twice by
different means. These are as follows:

- **Delete:** Immediately deletes mail that paperless has consumed
  documents from. Use with caution.
- **Mark as read:** Mark consumed mail as read. Paperless will not
  consume documents from already read mails. If you read a mail before
  paperless sees it, it will be ignored.
- **Flag:** Sets the 'important' flag on mails with consumed
  documents. Paperless will not consume flagged mails.
- **Move to folder:** Moves consumed mails out of the way so that
  paperless wont consume them again.
- **Add custom Tag:** Adds a custom tag to mails with consumed
  documents (the IMAP standard calls these "keywords"). Paperless
  will not consume mails already tagged. Not all mail servers support
  this feature!

  - **Apple Mail support:** Apple Mail clients allow differently colored tags. For this to work use `apple:<color>` (e.g. _apple:green_) as a custom tag. Available colors are _red_, _orange_, _yellow_, _blue_, _green_, _violet_ and _grey_.

!!! warning

    The mail consumer will perform these actions on all mails it has
    consumed documents from. Keep in mind that the actual consumption
    process may fail for some reason, leaving you with missing documents in
    paperless.

!!! note

    With the correct set of rules, you can completely automate your email
    documents. Create rules for every correspondent you receive digital
    documents from and paperless will read them automatically. The default
    action "mark as read" is pretty tame and will not cause any damage or
    data loss whatsoever.

    You can also setup a special folder in your mail account for paperless
    and use your favorite mail client to move to be consumed mails into that
    folder automatically or manually and tell paperless to move them to yet
    another folder after consumption. It's up to you.

!!! note

    When defining a mail rule with a folder, you may need to try different
    characters to define how the sub-folders are separated. Common values
    include ".", "/" or "\|", but this varies by the mail server.
    Check the documentation for your mail server. In the event of an error
    fetching mail from a certain folder, check the Paperless logs. When a
    folder is not located, Paperless will attempt to list all folders found
    in the account to the Paperless logs.

!!! note

    Paperless will process the rules in the order defined in the admin page.

    You can define catch-all rules and have them executed last to consume
    any documents not matched by previous rules. Such a rule may assign an
    "Unknown mail document" tag to consumed documents so you can inspect
    them further.

Paperless is set up to check your mails every 10 minutes. This can be
configured via `PAPERLESS_EMAIL_TASK_CRON` (see [software tweaks](/configuration#software_tweaks))

### REST API

You can also submit a document using the REST API, see [POSTing documents](/api#file-uploads)
for details.

## Permissions

As of version 1.14.0 Paperless-ngx added core support for user / group permissions. Permissions is
based around an object 'owner' and 'view' and 'edit' permissions can be granted to other users
or groups.

Permissions uses the built-in user model of the backend framework, Django.

!!! note

    After migration to version 1.14.0 all existing documents, tags etc. will have no explicit owner
    set which means they will be visible / editable by all users. Once an object has an owner set,
    only the owner can explicitly grant / revoke permissions.

!!! note

    When first migrating to permissions it is recommended to use a 'superuser' account (which
    would usually have been setup during installation) to ensure you have full permissions.

    Note that superusers have access to all objects.

Permissions can be set using the new "Permissions" tab when editing documents, or bulk-applied
in the UI by selecting documents and choosing the "Permissions" button. Owner can also optionally
be set for documents uploaded via the API. Documents consumed via the consumption dir currently
do not have an owner set.

### Users and Groups

Paperless-ngx versions after 1.14.0 allow creating and editing users and groups via the 'frontend' UI.
These can be found under Settings > Users & Groups, assuming the user has access. If a user is designated
as a member of a group those permissions will be inherited and this is reflected in the UI. Explicit
permissions can be granted to limit access to certain parts of the UI (and corresponding API endpoints).

## Best practices {#basic-searching}

Paperless offers a couple tools that help you organize your document
collection. However, it is up to you to use them in a way that helps you
organize documents and find specific documents when you need them. This
section offers a couple ideas for managing your collection.

Document types allow you to classify documents according to what they
are. You can define types such as "Receipt", "Invoice", or
"Contract". If you used to collect all your receipts in a single
binder, you can recreate that system in paperless by defining a document
type, assigning documents to that type and then filtering by that type
to only see all receipts.

Not all documents need document types. Sometimes its hard to determine
what the type of a document is or it is hard to justify creating a
document type that you only need once or twice. This is okay. As long as
the types you define help you organize your collection in the way you
want, paperless is doing its job.

Tags can be used in many different ways. Think of tags are more
versatile folders or binders. If you have a binder for documents related
to university / your car or health care, you can create these binders in
paperless by creating tags and assigning them to relevant documents.
Just as with documents, you can filter the document list by tags and
only see documents of a certain topic.

With physical documents, you'll often need to decide which folder the
document belongs to. The advantage of tags over folders and binders is
that a single document can have multiple tags. A physical document
cannot magically appear in two different folders, but with tags, this is
entirely possible.

!!! tip

    This can be used in many different ways. One example: Imagine you're
    working on a particular task, such as signing up for university. Usually
    you'll need to collect a bunch of different documents that are already
    sorted into various folders. With the tag system of paperless, you can
    create a new group of documents that are relevant to this task without
    destroying the already existing organization. When you're done with the
    task, you could delete the tag again, which would be equal to sorting
    documents back into the folder they belong into. Or keep the tag, up to
    you.

All of the logic above applies to correspondents as well. Attach them to
documents if you feel that they help you organize your collection.

When you've started organizing your documents, create a couple saved
views for document collections you regularly access. This is equal to
having labeled physical binders on your desk, except that these saved
views are dynamic and simply update themselves as you add documents to
the system.

Here are a couple examples of tags and types that you could use in your
collection.

- An `inbox` tag for newly added documents that you haven't manually
  edited yet.
- A tag `car` for everything car related (repairs, registration,
  insurance, etc)
- A tag `todo` for documents that you still need to do something with,
  such as reply, or perform some task online.
- A tag `bank account x` for all bank statement related to that
  account.
- A tag `mail` for anything that you added to paperless via its mail
  processing capabilities.
- A tag `missing_metadata` when you still need to add some metadata to
  a document, but can't or don't want to do this right now.

## Searching {#basic-usage_searching}

Paperless offers an extensive searching mechanism that is designed to
allow you to quickly find a document you're looking for (for example,
that thing that just broke and you bought a couple months ago, that
contract you signed 8 years ago).

When you search paperless for a document, it tries to match this query
against your documents. Paperless will look for matching documents by
inspecting their content, title, correspondent, type and tags. Paperless
returns a scored list of results, so that documents matching your query
better will appear further up in the search results.

By default, paperless returns only documents which contain all words
typed in the search bar. However, paperless also offers advanced search
syntax if you want to drill down the results further.

Matching documents with logical expressions:

```
shopname AND (product1 OR product2)
```

Matching specific tags, correspondents or types:

```
type:invoice tag:unpaid
correspondent:university certificate
```

Matching dates:

```
created:[2005 to 2009]
added:yesterday
modified:today
```

Matching inexact words:

```
produ*name
```

!!! note

    Inexact terms are hard for search indexes. These queries might take a
    while to execute. That's why paperless offers auto complete and query
    correction.

All of these constructs can be combined as you see fit. If you want to
learn more about the query language used by paperless, paperless uses
Whoosh's default query language. Head over to [Whoosh query
language](https://whoosh.readthedocs.io/en/latest/querylang.html). For
details on what date parsing utilities are available, see [Date
parsing](https://whoosh.readthedocs.io/en/latest/dates.html#parsing-date-queries).

## The recommended workflow {#usage-recommended-workflow}

Once you have familiarized yourself with paperless and are ready to use
it for all your documents, the recommended workflow for managing your
documents is as follows. This workflow also takes into account that some
documents have to be kept in physical form, but still ensures that you
get all the advantages for these documents as well.

The following diagram shows how easy it is to manage your documents.

![image](assets/recommended_workflow.png){width=400}

### Preparations in paperless

- Create an inbox tag that gets assigned to all new documents.
- Create a TODO tag.

### Processing of the physical documents

Keep a physical inbox. Whenever you receive a document that you need to
archive, put it into your inbox. Regularly, do the following for all
documents in your inbox:

1.  For each document, decide if you need to keep the document in
    physical form. This applies to certain important documents, such as
    contracts and certificates.
2.  If you need to keep the document, write a running number on the
    document before scanning, starting at one and counting upwards. This
    is the archive serial number, or ASN in short.
3.  Scan the document.
4.  If the document has an ASN assigned, store it in a _single_ binder,
    sorted by ASN. Don't order this binder in any other way.
5.  If the document has no ASN, throw it away. Yay!

!!! tip

    Instead of writing a number on the document by hand, you may also prepare
    a spool of labels with barcodes with an ascending serial number, that are
    formatted like `ASN00001`.
    This also enables Paperless to automatically parse and process the ASN
    (if enabled in the config), so that you don't need to manually assign it.

Over time, you will notice that your physical binder will fill up. If it
is full, label the binder with the range of ASNs in this binder (i.e.,
"Documents 1 to 343"), store the binder in your cellar or elsewhere,
and start a new binder.

The idea behind this process is that you will never have to use the
physical binders to find a document. If you need a specific physical
document, you may find this document by:

1.  Searching in paperless for the document.
2.  Identify the ASN of the document, since it appears on the scan.
3.  Grab the relevant document binder and get the document. This is easy
    since they are sorted by ASN.

### Processing of documents in paperless

Once you have scanned in a document, proceed in paperless as follows.

1.  If the document has an ASN, assign the ASN to the document.
2.  Assign a correspondent to the document (i.e., your employer, bank,
    etc) This isn't strictly necessary but helps in finding a document
    when you need it.
3.  Assign a document type (i.e., invoice, bank statement, etc) to the
    document This isn't strictly necessary but helps in finding a
    document when you need it.
4.  Assign a proper title to the document (the name of an item you
    bought, the subject of the letter, etc)
5.  Check that the date of the document is correct. Paperless tries to
    read the date from the content of the document, but this fails
    sometimes if the OCR is bad or multiple dates appear on the
    document.
6.  Remove inbox tags from the documents.

!!! tip

    You can setup manual matching rules for your correspondents and tags and
    paperless will assign them automatically. After consuming a couple
    documents, you can even ask paperless to *learn* when to assign tags and
    correspondents by itself. For details on this feature, see
    [advanced matching](/advanced_usage#matching).

### Task management

Some documents require attention and require you to act on the document.
You may take two different approaches to handle these documents based on
how regularly you intend to scan documents and use paperless.

- If you scan and process your documents in paperless regularly,
  assign a TODO tag to all scanned documents that you need to process.
  Create a saved view on the dashboard that shows all documents with
  this tag.
- If you do not scan documents regularly and use paperless solely for
  archiving, create a physical todo box next to your physical inbox
  and put documents you need to process in the TODO box. When you
  performed the task associated with the document, move it to the
  inbox.

## Architecture

Paperless-ngx consists of the following components:

- **The webserver:** This serves the administration pages, the API,
  and the new frontend. This is the main tool you'll be using to interact
  with paperless. You may start the webserver directly with

  ```shell-session
  $ cd /path/to/paperless/src/
  $ gunicorn -c ../gunicorn.conf.py paperless.wsgi
  ```

  or by any other means such as Apache `mod_wsgi`.

- **The consumer:** This is what watches your consumption folder for
  documents. However, the consumer itself does not really consume your
  documents. Now it notifies a task processor that a new file is ready
  for consumption. I suppose it should be named differently. This was
  also used to check your emails, but that's now done elsewhere as
  well.

  Start the consumer with the management command `document_consumer`:

  ```shell-session
  $ cd /path/to/paperless/src/
  $ python3 manage.py document_consumer
  ```

- **The task processor:** Paperless relies on [Celery - Distributed
  Task Queue](https://docs.celeryq.dev/en/stable/index.html) for doing
  most of the heavy lifting. This is a task queue that accepts tasks
  from multiple sources and processes these in parallel. It also comes
  with a scheduler that executes certain commands periodically.

  This task processor is responsible for:

  - Consuming documents. When the consumer finds new documents, it
    notifies the task processor to start a consumption task.
  - The task processor also performs the consumption of any
    documents you upload through the web interface.
  - Consuming emails. It periodically checks your configured
    accounts for new emails and notifies the task processor to
    consume the attachment of an email.
  - Maintaining the search index and the automatic matching
    algorithm. These are things that paperless needs to do from time
    to time in order to operate properly.

  This allows paperless to process multiple documents from your
  consumption folder in parallel! On a modern multi core system, this
  makes the consumption process with full OCR blazingly fast.

  The task processor comes with a built-in admin interface that you
  can use to check whenever any of the tasks fail and inspect the
  errors (i.e., wrong email credentials, errors during consuming a
  specific file, etc).

- A [redis](https://redis.io/) message broker: This is a really
  lightweight service that is responsible for getting the tasks from
  the webserver and the consumer to the task scheduler. These run in a
  different process (maybe even on different machines!), and
  therefore, this is necessary.

- Optional: A database server. Paperless supports PostgreSQL, MariaDB
  and SQLite for storing its data.