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Extraction Workflows

Extraction Workflows let you run an AI Workflow automatically on file upload, extract structured metadata, and save it to the file for search and review.

Overview

Extraction Workflows are configured centrally at the site level and resolved per upload:

  • Configure rules in Site Settings > Extraction Workflows
  • Triggered internally when upload processing completes
  • Rule resolution order: nearest matching folder rule, then site rule
  • One effective rule runs per upload
  • Extracted output is stored on the file metadata attributes

This is useful for document intelligence scenarios like ID/passport extraction, invoice fields, contract key dates, and compliance tags.

Where to Configure

Navigate to Site Settings > Extraction Workflows.

Each rule includes:

  • Enabled
  • Rule Name
  • Scope: Site or Folder
  • Target Workflow
  • Last Run Status

Rule Scope and Precedence

Rules support two scopes:

  • Site scope: applies to uploads anywhere in the site
  • Folder scope: applies to uploads in a specific folder subtree

When multiple rules could apply:

  1. Nearest matching folder rule wins
  2. Otherwise, site-level rule is used

Only one rule is dispatched per uploaded file.

Workflow Requirements

To use a workflow with Extraction Workflows:

  1. In the workflow editor, enable Upload Triggers
  2. Configure Upload variable mappings (payload key to workflow variable)
  3. Ensure mapped workflow variables use compatible types (typically fileRef or imageRef)

Upload variable mappings define how system upload fields map into your workflow variables.

Common upload payload keys include:

  • uploadFileRef
  • uploadFileId
  • uploadSiteId
  • uploadFolderId
  • uploadContentType
  • uploadFileName

Trigger Behavior

User-facing trigger name: Upload.

Runtime dispatch happens after upload/text processing completion events are emitted. This ensures extraction workflows can run in standard upload pipelines and in cases where text extraction processing is bypassed.

Metadata Output

Workflow output is persisted on file attributes and can be used in:

  • File View > Metadata tab
  • Content info icons (direct jump to Metadata tab)
  • Search metadata filters (see Advanced Search Settings)

Search Syntax

Use metadata tokens in search:

  • @expiryDate:2026
  • @fullName:"Jane Doe"

You can also query built-in simple fields:

  • @contentType:image/png
  • @createdAt:2026
  • @updatedAt:2026
  • @name:passport
  • @size:1024

Metadata-only queries are supported. When a query includes open text plus metadata tokens, search uses the open text for full-text/hybrid retrieval and applies metadata filters to results.

Best Practices

  • Start with folder-scoped rules for high-confidence document classes
  • Keep mappings minimal and explicit
  • Use quoted values when metadata values contain spaces
  • Validate outputs by opening the file Metadata tab and testing search filters