A Document Category is a document you require, e.g. a licence, an insurance policy or an induction record. This guide explains how to set up Document Categories, choose who each one applies to and who reviews it, and configure AI Review within your Organisation.
Permissions required
To add or change Document Categories you need Organisation Management (R/W) or Account Owner access.
Navigation to Document Categories
1. Go to your profile in the top right and select Account Settings > Document Categories
2. The list shows every Document Category in your organisation, whether AI Review is on, and who reviews it.
Add a document from the Global Document Library
The Global Document Library holds Global document types maintained and reviewed by ComplyFlow across all client accounts. Check this list for relevant documents before creating your own local document if you want to accept a document ComplyFlow has reviewed and may be provided for other clients. For more information on what global documents are see: Document Types | ComplyFlow Help Center
1. Select Add from Library
2. Search for the document by name
3. Tick each document you need to set up in your organisation. Documents already in your organisation show as Already added and can't be selected
4. Select Add Selected
Global documents show a Managed by ComplyFlow badge. ComplyFlow sets their name and AI criteria and keeps them up to date.
Create your own Local Document Category
Local documents are managed in your organisation alone and don’t link to other clients that use ComplyFlow.
1. Select New Category
2. On the Details tab, fill in:
Name
Entity type: People, Plant & Vehicles or Company. You can't change this after saving
Reviewer: a Staff Category, or Selected Users for named reviewers. Reviewers see documents that have been provided under this category on their dashboard
HR / Sensitive Document: turn this on if only Staff Users with the HR permission should be able to see, download or replace these documents
3. Select Save
If the name you type matches a Global document, ComplyFlow suggests it. Select Add Global Doc Instead to use the global version.
Choose who a Document Category applies to
1. Open the Document Category using Manage > Edit
2. Select the Assignments tab
3. Select the categories that must provide this document. The options depend on the entity type:
People: Staff Categories and Worker Categories
Plant & Vehicles: Plant Categories
Company: Supplier Categories
4. Select Save
Turn AI Review on or off
AI Review checks each uploaded document against criteria before it is submitted. It shows the uploader and the reviewer which checks passed. You can write and manage criteria for any Local Document Categories you created. For Global documents, the AI Criteria tab is read only.
Turn AI Review on
1. Open the Document Category using Manage > Edit
2. On the Details tab, switch Enable AI Review on
3. Tick Enable AI Review then select the AI Criteria tab
4. Under Criteria, select Add criterion and enter:
Name: a short label, e.g. Name matches Worker (optional)
Description: what the AI should check (required)
5. Repeat for each check. Select Remove to delete one
6. Under Hints, enter one hint per line: clues that help the AI recognise the document, e.g. the issuing authority or wording usually printed on it
7. Select Save
AI Review can't be saved without at least one criterion. Add your criteria before you select Save.
Tips for writing criteria:
One check per criterion
Be specific, e.g. Public liability cover of at least $20 million, not Insurance is adequate
Only ask for things visible on the document itself
Turn AI Review off
1. Open the Document Category using Manage > Edit
2. On the Details tab, switch Enable AI Review off
3. Select Save
Deactivate or reactivate a Document Category
1. Select Manage > Deactivate next to the Document Category
2. It stops being requested and sends no more reminders. Documents already uploaded stay visible
3. To bring it back, select Manage > Reactivate
To take a Global document out of your organisation completely, select Manage > Remove from Organisation.