AI Document Review

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Quick path

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Overview

Every document you or your supplier upload is read, classified and evaluated field by field. The result is no longer only a finding in an analysis report — it is a worklist right next to the document: a document viewer with the file on the left and every value read on the right, each with its source. Values the system is sure about are applied on their own; they permanently carry the note “automatically applied” (automatisch übernommen). Everything else waits for your decision: Confirm, Correct or — for category coverage — Reject. The same way of working exists in the PPWR module under Evidence documents. The controls are identical in both modules.

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Switching it on

The review panel is a company setting: Settings → Automations → AI document review, toggle “Enable AI document review”. It is off by default. While it is off, nothing changes: documents are still analysed, but the individual values read do not appear as a reviewable list. Switch it on and values read earlier appear too — nothing has to be re-uploaded. See Settings → Automations.

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Opening the document viewer

You reach it everywhere a piece of evidence appears:

• Documents (/documents) — click a document card, see Documents
• Compliance gaps — from a gap, see Resolve risk
• Article detail — from the article’s evidence list

The viewer shows the original with page navigation and zoom on the left, the evaluation on the right. Download original gives you the untouched file; Done closes the view.

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The briefing: why this document needs attention

At the very top, in plain language, is what needs doing — before you look at a single field.

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Category coverage: accept or reject proposals

Under Category coverage the analysis proposes which legality categories this document actually supports — regardless of the category it was filed under. The line “Currently filed under: …” names the current filing, the counter on the right (“2 categories open”) the proposals still open. Every proposal carries the Proposal marker, the production country and two buttons: Accept and Reject. Handle several at once via “Select all open categories” and then “Accept selection” or “Reject selection”.

• Accept — the document counts as evidence for that category from now on.
• Reject — the proposal disappears; the category stays open and still waits for a covering document.

One document can evidence several categories. When the analysis identifies a document that, under the production country’s rules, provides several kinds of evidence at once, it counts for all of them — a CONAF-approved plan de manejo (Chile), for example, counts as both forestry and land-use evidence, with no separate land-registry certificate needed. The hints suppliers see name the documents typical for that country, not an AI-worded “expected document type”. Accepted coverage can be carried over to other articles of the same supplier via “Apply to more articles” — questionnaire answers are not copied.

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Values from this document

The second block is the actual field review: “Values from this document — what the analysis read, with its source. Confirm, correct, or pick a value where they differ.” The counter per section (“3 to clarify”) says how many rows are still open. Depending on the document type, the fields read are: Issuer, Issue date, Valid until, Reference number, Holder, Harvest period from/to, Administrative region, Area (ha) and Plots in the document.

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The states of a row

Settled rows move into the collapsible group “Confirmed values (n)” so the list stays short. “Apply n open values” confirms every open row of a section at once.

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When the supplier says “it is not on this document”

For a row held as missing, the supplier can give a statement instead of a value — with a mandatory reason. The row then shows the state not applicable and the answer in plain text: “Not applicable (Supplier): …”. You decide on it like any other value, only with a different effect:

• Accept — you take the statement. The row is settled and asks for nothing further.
• Reject — “Reject this answer” opens, and it names the field: The supplier said … is not on this document. Rejecting re-opens the request — your note is what they will see. The field “Note to the supplier (required)” must be filled in; the button reads “Reject and re-open”.

After a rejection the row is back at missing, with your note added as “Rejected: …”. The supplier sees the same note on their field and can answer again.

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Quote, page and “Show in document”

Below each value read is the passage it came from, next to it the chip “Document p. n”. “Show in document” jumps the left-hand pane to exactly that page — so you can check a value without searching the file. If the analysis found only the page but no quotable passage, the page chip appears without a quote. That is not a fault but the honest answer: it was read on this page, and nothing there is quotable verbatim.

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Translating a foreign-language quote

If the passage is not in your language, “Translate this text” appears. One click translates it in place; below it then reads “Machine translation – the original text above is authoritative.” The original is never replaced, and the translation is cached, so the second call is instant. No translation is offered for names and place names — it does not help there. If translation fails, the panel says “Translation is not possible at the moment. The original text above is unchanged.”

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Provenance chips: where a value came from

Every value visibly keeps its origin — later in the form, too: Clicking the chip opens the provenance in detail: Source, Page, Person, Date, Passage read and the note “Machine-read”.

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What the supplier sees

In the portal your supplier sees the same values read against their own fields — with Correct and a confirm action instead of your Confirm. Values you have already set cannot be overwritten by them; there it says “Your customer has already set this value; it cannot be changed here.” See Supplier view.

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FAQ

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How do I correct a value that was read?

Open the evidence in the document viewer, find the row and click Correct. Enter the right value and click Save. The value then carries the chip “Buyer · your name” — proving for any later audit that a person, not the analysis, decided it. The original value read, quote included, stays in the provenance. If the value changed in the meantime — because the document was re-read, say — the panel reports “The value has changed in the meantime — the view has been refreshed.” and shows the new state. Your entry never blindly overwrites.

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What does “automatically applied” mean?

The analysis was confident enough about this value to write it into the record without asking. Dates, parties, reference numbers and areas count as certain only when the document prints them under a recognised label or in a certifying sentence (“X certifies that …” names X as the issuer); a printed value whose shape the rules cannot confirm is checked by the AI against the passage and applied only when the passage states it explicitly. That does not make it human-confirmed: the chip stays Document, not Buyer. You can confirm or correct it at any time. Conversely, “to review” does not mean the value is wrong — only that the analysis would not take sole responsibility for it.

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I cannot see the value list

Then AI document review is not enabled for your company (Settings → Automations), or the document has not been analysed yet. On “Analysing…” wait for the run; on “Analysis failed” restart it via Re-analyse.

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Next steps

• Supplier update requests — ask the supplier about open points
• Automatic follow-ups — send detected gaps without an approval click
• Documents — the central evidence overview
• Evidence documents (PPWR) — the same review panel in the PPWR module