Worthic Documents has two main working areas: Inbox and Library. Inbox is for action: documents that have been uploaded, emailed, submitted through AI chat, or received through another intake route and still need review, routing, filing, or processing. Library is for storage and retrieval: documents that have been filed, linked, archived, saved as personal files, or generated by Worthic.
The same document record can move through both areas. A bank statement, for example, may enter the Inbox for review, have transactions extracted, be confirmed by a user, and then be filed into the Library under the relevant account and period.
Inbox
The Inbox view is a focused triage queue for documents that still need a decision, link, or workflow action. These are surfaced in the Document review panel, where Worthic shows the document preview, suggested route, detected type, recommended action, extraction state, recommended account or reporting line, and any processing errors.
Documents are sent to Inbox when they need review rather than simple storage. This includes the following cases:
- Review was started but not completed: If a user closes the review flow, chooses to review later, or otherwise leaves the document unresolved, Worthic keeps or sends the document to the Inbox for later review.
- Emailed documents: Documents received through email ingestion are sent to the Document Inbox for review when Worthic accepts the sender/workspace and the file is eligible for analysis.
- API document submissions: Documents submitted through the API are sent to the Inbox for analysis and review, unless they are submitted as user-reference files, in which case they go to My files instead.
- Processing or filing needs manual follow-up: If analysis, routing, filing, or workflow completion cannot be resolved automatically, the document can remain in or be returned to the Inbox so a user can decide what to do next.
Viewer-only submissions are treated differently. If the user only has Viewer access, uploads and emailed documents are saved to My files and bypass document analysis, routing, extraction, and transaction creation. This protects the workspace from data changes by users who do not have edit rights.
The Inbox can also show “Needs attention” items, such as documents with routing, extraction, or processing issues. These can be resolved or dismissed from the Inbox surface. The detailed review and confirmation process is covered separately in Document review.
Library
The Library is the longer-term document browser. It shows documents that are no longer in inbox or Review needed status. The library system root comprises the following areas:
- Worthic HQ — workspace-managed records used by the finance system.
- My files — personal documents owned by the current user.
- Recents — a virtual view of recently added or recently filed documents.
Worthic HQ is system-organised. The path pattern is type-first and date-second, for example:
Worthic HQ / Accounts / <Account name> / Transaction records / 2026 / July
or:
Worthic HQ / Reporting Lines / <Reporting line> / Reports / 2026 / July
Worthic recommends paths from document type, source surface, account context, reporting-line context, transaction links, and document date. Transaction statements and investment statements usually file under Accounts / Transaction records. Transaction attachments file under Accounts / Transaction-linked. Reporting-line documents can file under Reporting Lines, and unclear documents can fall back to Worthic HQ / Unsorted / <bucket> / <year> / <month>.
Documents are filed to Worthic HQ when a user with write access confirms the document recommendation and Worthic successfully saves the recommended library path. Generated reports are also saved directly into Worthic HQ with their report path.
Worthic HQ folder paths, stored files, and original filenames remain system-managed. Workspace owners can rename a document’s display name without changing its original filename, file extension, storage location, or linked records. Worthic HQ documents cannot be moved freely between system-managed folders.
My files is personal storage. Documents go there when a user uploads directly to My files, saves an uploaded document as a user file, copies a Worthic HQ document to My files, or uploads while limited to Viewer access. Personal files are owned by the user, can be organised in personal folders, and are not used as workspace evidence or transaction input unless moved through a workflow that gives Worthic permission to process them.
Library preview pane
When a document is selected in the Library, the preview pane on the right shows a quick view of the file and its working details. PDFs and images can be previewed directly; other file types show a file tile and can be opened or downloaded.
The pane also shows the document type and size, status, source, upload date and time, sender, current Library path, and any linked reporting line, account, record, or transaction context.
From the same pane, users can copy a Worthic HQ document to My files when personal files are enabled, add or remove tags, and apply existing collection tags so the document appears in the relevant collection views. Tagging and collections are covered separately in Tagging and collections.
Search, collections, and views
The Library browser supports folder navigation, Recents, and search. Search can use document names and metadata, and the search modal is populated with visible reporting lines, visible accounts, and known document type folders such as Transaction-linked, Transaction records, Admin, Expenses, Income, Other, and Reports.
Collections are lightweight groupings built on document tags. The Library shows a collections panel with usage counts, and users can add or remove active tags from a selected document. Collection creation, renaming, and deletion are owner-level actions. More detail is covered in Tagging and collections.
Document actions and roles
Users can preview PDFs and images, open or download files, copy Worthic HQ documents to My files, add or remove document tags, and upload personal files. Users with workspace edit access can upload documents for analysis and review.
Users with write access can confirm document review actions and file documents into Worthic HQ. Owner-level users can rename and delete Worthic HQ documents and manage collections. Viewers can store documents in My files, but their uploads do not trigger analysis, routing, extraction, or transaction creation.
To rename a Worthic HQ document, open its context menu in the Library and select Rename. The action is recorded in the workspace audit trail, and workspace users are notified.