Document Types and Custom Fields

Document types tell Notoria what a document is in your workspace, such as a contract, invoice, passport, intake form, or bank statement. Each document can have one document type at a time.

Custom fields let you attach structured values to that type. For example, a contract type might include fields for effective date, parties, and status.

Where to Manage Document Types

Open Document Types from the workspace sidebar.

• Only admins can create, edit, or delete document types.
• Editors and admins can assign a type to a document from the document page.
• Basic members can still see the assigned type and any saved field values.

Creating a Document Type

1. Open Document Types.
2. Click New Type.
3. Enter a name, optional description, and color.
4. Add any custom fields you want this type to collect.
5. Choose how automation should work for this type:
   • use the workspace default automation
   • use a specific automation
   • use no automation
6. Save the document type.

Custom fields can be plain text, numbers, dates, yes/no values, single-choice lists, multi-choice lists, or JSON values.

Assigning a Type to a Document

Open a document and use the document type selector near the top of the page.

• If no type is assigned, the document shows as Unclassified.
• When you assign a type, the matching custom fields appear immediately.
• If you switch a document from one type to another, old field values from the previous type are cleared.

Working with Custom Field Values

Once a document has a type, its custom fields appear in a dedicated section on the document page.

• Editors and admins can update field values directly on the document.
• Basic members see the saved values in read-only mode.
• Automations can write structured outputs into these fields when a step is configured to do so.

Document Types and Automations

Document types are also used by Notoria's automation system:

• the processing pipeline can suggest a document type automatically
• a document type can point to a specific automation
• automation steps can extract values that match the custom fields on that type

For more on automation setup, see Using Automations.

FAQ

Can I use the same custom field on multiple document types?

Yes. Each document type has its own field definitions, so you can reuse the same idea across multiple types.

Do I need a document type for every document?

No. Documents can stay unclassified, but document types are useful when you want structured fields or type-specific automations.

Who can manage document types?

Only admins can manage the list of document types. Editors can work with field values on documents after a type has been assigned.