Smart folders, search and chat

Once documents are extracted, you need to find them again. Droqify gives you three tools: indexes with smart folders, search, and chat.

Indexes: the fields you filter by

An index is a field you want to filter and group by, such as policy number, claimant name, document date or vendor. You create indexes in the Indexes area, and any schema field marked as an index feeds it. Pick a small set that matches how your team actually looks things up. Each index lists its known values and the documents that carry them, which makes it easy to spot typos and duplicates.

Index values can come from extraction, from corrections made during human review, or from metadata sent at upload by the remote API.

Smart folders: saved filters

A smart folder is a named, saved combination of index filters. Documents are not copied or moved. A document appears in the folder whenever its index values match.

1. Open Smart Folders and choose to create one.
2. Give it a name, optional description, colour and icon.
3. Add one or more filters, each an index and a value.
4. Choose how filters combine; the default is that all filters must match (AND).
5. Save. The folder shows a document count and opens the matching list.

Folders can be edited or deleted without touching the documents. Creating and managing them needs the smart folder permission.

Search

Search covers the content and fields of your documents. The platform supports keyword search, vector (meaning-based) search and a hybrid of the two, over document-level and chunk-level results, plus facets for filter counts. Use keyword search for exact identifiers and hybrid search for natural-language phrasing. Administrators can re-index documents and check search health. Search backends are optional in some deployments.

Chat over your documents

Chat lets you ask questions across selected documents and get answers that are grounded in their text. Start a chat session, choose the documents or folder it should use, and ask. Sessions keep their messages, so you can return to them, rename them and export extracted fields from a session. Chat is rate limited per tenant.

Saved questions

If you ask the same things of every document of a type, such as “What is the date of loss?”, save them as questions. Questions can be added, edited, deleted and reordered, and can be offered to a chat session automatically so reviewers start from a consistent set.

Good practice

• Treat chat answers as a lead, not a record. Open the cited document for anything that drives a decision.
• Keep the index list short and consistent so folders stay meaningful.
• Use role permissions to control who can see which documents and who can manage folders and indexes.
• Review the first results of a new folder against a known set of documents.