Best Practices

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Learn best practices for using 1Flow effectively

Document Organization

Organize your documents effectively:

Create a logical folder hierarchy: - Invoices: Group by vendor or date - Receipts: Organize by category - Bank Statements: Group by account

Data Extraction

Prepare Documents

Before uploading documents:

  1. Ensure clarity: Documents should be clear and readable
  2. Complete information: Include all necessary fields
  3. Standard formats: Use common document formats (PDF, PNG, JPG)

Review Extracted Data

After extraction:

// Example: Verify extracted invoice data
const invoice = await fetchDocument(documentId);

// Check required fields
if (!invoice.vendorName || !invoice.totalAmount) {
  // Flag for manual review
  await flagForReview(invoice.id);
}

Reconciliation

Link Related Documents

Create reconciliation links between:

  • Invoices and payments
  • Purchase orders and invoices
  • Bank transactions and receipts

Search Tips

Use Filters

Leverage search filters to narrow results:

  • Date range: Find documents from specific periods
  • Document type: Filter by invoice, receipt, etc.
  • Amount range: Find transactions within a range
  • Currency: Filter by currency type

Search Queries

Effective search queries:

  • Use specific terms: "Acme Corp invoice"
  • Include dates: "January 2025 invoice"
  • Use amounts: "invoice $1,500"

Performance Optimization

Batch Operations

When processing multiple documents:

// Process documents in batches
const batchSize = 10;
for (let i = 0; i < documents.length; i += batchSize) {
  const batch = documents.slice(i, i + batchSize);
  await Promise.all(batch.map(extractDocument));
}

Security

Access Control

  • Use organization-level permissions
  • Limit access to sensitive documents
  • Regularly review user access

Data Privacy

  • Encrypt sensitive documents
  • Follow data retention policies
  • Comply with regulations (GDPR, etc.)

Troubleshooting

Common Issues

Extraction errors:

  • Verify document quality
  • Check if document type is supported
  • Review extraction hints

Search not finding documents:

  • Ensure documents are indexed
  • Check search filters
  • Verify document visibility

Performance issues:

  • Reduce batch sizes
  • Check system resources
  • Contact support if persistent

Next Steps