Working with documents

Working with documents

The document inbox is designed to

• Give you a detailed overview of documents

• Enable you to process single or multiple documents, e.g. start validating, perform bulk actions, re-assign to users
  

  

1. Archive section
   ‍Switch between listing of current and archived documents.

2. Simple PDF preview
   Click the document name to open the document in a PDF preview panel without leaving the inbox screen.
   

3. Fund name
   Click into this field to edit the fund name where needed.
   Note: “Unknown Fund” indicates a document where the parser could not automatically assign a fund. You must manually assign the correct fund before the document can be validated.

4. Bulk actions
   Select rows to reveal applicable bulk actions. The available actions depend on the locations of the documents.

5. Document status
   Possible statuses are:
   ‍
   TO DO
   Document is ready for validation.
   Action: Click the VALIDATE button to start reviewing the data found by the parser.
   
   IN PROGRESS
   ‍Document is in the process of validation with current changes being saved. Data has not yet been finalised and committed to the database.
   
   PENDING APPROVAL
   ‍The document has been validated by a first user and is awaiting approval by a reviewer (see page: Review and approval workflow). Data has not yet been finalised and committed to the database.
   
   COMPLETED
   ‍The document has been validated. Metrics have been committed to the database and are ready for export.
   ‍
   ‍CHANGED
   The assigned fund or other fundamental settings have been changed.
   Action: The document needs to be re-parsed to update the parsing results.
   
   CATEGORISED
   The document has had its metadata assigned in the document feed and is ready to be moved in inbox for parsing.
   Action: Select the document and click move to inbox.
   ‍

6. ‍Data field displays the number of assets extracted by the parser in a performance report; or the Validate data button is displayed when user hovers over a document and allows user to access validation screen of that document.

7. Filter panel
   Click into this panel to filter the documents visible.

8. Duplicate file alerts
   If the system detects a file that might be a duplicate of another, then it will show an alert in this column. Accelex can automatically identify two types of duplicate documents:​

   • Identical Content: Documents with different names but identical file content​

   • Identical Metadata: Documents with the same key information (fund, report period, document type)that may represent different versions of the same report​

   Our system understands different document types and applies relevant duplicate criteria:​

   • Capital Account Statements: Flagged when same fund, report period, and investor match​

   • Capital Calls & Distributions: Identified by payment type, date, and fund​

   • Performance Reports: Detected when fund and report period are identical​

   An "Alerts" column (hidden by default) displays a "!" icon next to duplicate documents​

   • Hover tooltips explain whether duplicates share identical content or metadata​

   • Sort by Alerts to quickly bring all duplicates to the top of your document list​

   Click "Show Duplicates" from any duplicate document to instantly view all related copies