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Creating and Uploading Documents#

Upload Methods Overview#

Paperless-ngx offers multiple ways to add documents to your system, making it easy to digitize your paperwork from any device or location.

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Web Interface Upload#

Basic Upload Process#

  1. Click the "Upload" button in the top navigation
  2. Drag and drop files or click "Browse" to select files
  3. Add optional metadata (tags, correspondent, document type)
  4. Click "Upload" to process

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Supported File Formats#

  • PDF files: .pdf
  • Image files: .jpg, .jpeg, .png, .tiff, .bmp
  • Office documents: .docx, .doc, .xlsx, .xls, .pptx, .ppt
  • Email files: .eml, .msg
  • Text files: .txt, .rtf

Upload Options#

  • Single file: Upload one document at a time
  • Bulk upload: Select multiple files simultaneously
  • Drag and drop: Drag files directly from your computer
  • Paste from clipboard: Paste images directly (Ctrl+V)

Adding Metadata During Upload#

  • Title: Custom document name
  • Correspondent: Person or organization
  • Document Type: Category classification
  • Tags: Organizational labels
  • Date: Document date (auto-detected or manual) Paperless

Email Integration#

Email-from-Paperless#

Send documents directly to your Paperless-ngx instance:

  1. Email Address: Use your designated email address
  2. Subject Formatting: [Tag1] [Tag2] Document Title
  3. Attachments: Include documents as email attachments
  4. Processing: Documents are automatically imported

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Email Subject Examples#

[Invoice] [2024] Electricity Bill March
[Receipt] [Business] Office Supplies Purchase
[Contract] [Legal] Service Agreement ABC Company
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Email Processing Rules#

  • Attachments are extracted and processed separately
  • Email body can be saved as a text document
  • Sender information becomes the correspondent
  • Subject line tags are automatically applied

Document Processing#

Processing Status#

Monitor document processing in real-time:

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  • Green checkmark: Successfully processed and indexed
  • Yellow warning: Processed with minor issues

  • Red error: Processing failed (requires attention) Paperless

  • Blue clock: Currently being processed

Processing Time#

Typical processing times: - Text PDFs: 5-30 seconds - Image files: 1-5 minutes (depending on OCR) - Office documents: 30 seconds - 2 minutes - Large files: Processing time increases with file size

Upload Best Practices#

File Preparation#

  • Scan quality: Use 300 DPI for text documents
  • File naming: Use descriptive, consistent names
  • File size: Keep individual files under 50MB when possible
  • Image orientation: Ensure text is right-side up

Metadata Strategy#

  • Consistent naming: Develop a naming convention
  • Tag preparation: Plan your tag system before uploading
  • Date accuracy: Verify document dates are correct
  • Correspondent setup: Add correspondents before bulk uploads

Troubleshooting Upload Issues#

Common Problems and Solutions#

Upload Fails or Times Out#

  • Check file size: Large files may exceed limits
  • Network connection: Ensure stable internet
  • Browser issues: Try different browser or clear cache
  • File format: Verify file type is supported

Performance Tips#

  • Batch processing: Upload multiple small files together
  • Off-peak hours: Upload large files during low-usage times
  • File optimization: Compress large PDFs before uploading
  • Progressive upload: Upload documents in smaller batches

Security Considerations#

Upload Security#

  • Encrypted transfer: All uploads use secure HTTPS
  • Virus scanning: Files are automatically scanned
  • Access control: Only authorized users can upload
  • Audit trail: All uploads are logged and tracked

Privacy Protection#

  • Sensitive documents: Use appropriate tags and permissions
  • Personal information: Be aware of data in uploaded documents
  • Sharing settings: Review default sharing permissions
  • Retention policies: Understand document retention rules