How to Use Doc Drop Box for Bulk Document Upload
Overview
Doc Drop Box lets you upload multiple documents at once and automatically matches them to the correct client cases using AI-powered document analysis. This is ideal for processing batches of client paperwork efficiently.
Getting Started
Where to find it: Go to Settings > Doc Drop Box
Who can access it: Advisers, Admin Assistants, Managers, and System Administrators. The Doc Drop Box feature must be enabled for your firm.
Step-by-Step Guide
Upload - Drag and drop your documents onto the upload area, or click Add files to select files from your computer. Supported formats: PDF, DOCX, JPG, and PNG.
Review the list of uploaded files. You can search, sort, and delete files before continuing. Click Continue when ready.
Extract data - The system will upload and process your documents. A progress bar shows the current status. Do not close the page during processing.
Review matches - The system presents its suggested matches with confidence levels:
Matched Cases (green) - Documents confidently matched to existing cases.
Needs Review (amber) - Documents matched with lower confidence that need your review.
Unmatched Documents (blue) - Documents that could not be matched to any existing case.
For each document, check and adjust:
Record Assignment - The client and case the document is assigned to. Click to change.
Purpose - The document category.
Type - The specific document type.
Click Approve on each document once you are satisfied, or use Bulk Approve to approve multiple selected documents at once.
Once all documents are approved, click Continue and confirm that you have reviewed all documents.
Finalise - The system assigns documents to their respective cases. Once complete, you can view them in each case file.
Tips & Best Practices
Higher confidence scores mean the system is more certain about its match. Always verify documents with lower confidence before approving.
You can remove unmatched documents from the list if they are not relevant.
Processing time depends on the number and size of your documents.
Frequently Asked Questions
Q: What file types does Doc Drop Box support?
A: PDF, DOCX, JPG, JPEG, and PNG files are supported.
Q: How does the AI matching work?
A: The system uses Azure Document Intelligence to extract text and data from your documents, then matches them to existing client records and cases in your system based on names, addresses, and other identifying information.
Q: What happens to unmatched documents?
A: You can manually assign unmatched documents to a client and case, or remove them from the batch.
Need More Help?
If you need further assistance, contact our support team through the chat widget or email support@smartr365.com.