Tracking Submissions
Understand submission statuses and how to monitor documents as they're processed.
Tracking Submissions
Every document that enters Doculent goes through a series of steps. The Submissions page gives you a real-time view of where each one stands.
The Submissions List
Go to Submissions in the left sidebar to see all your documents. Each submission shows:
- Document name — the filename or email subject
- Channel — which channel is processing it
- Status — where it is in the pipeline (see below)
- Date — when it was received
- Source — email or manual upload
You can filter by status, channel, date range, or search for specific submissions.
Understanding Statuses
Here's what each status means in plain language:
| Status | What's happening |
|---|---|
| Awaiting Upload | We're waiting for the document file to finish uploading |
| Pending | Document is queued and waiting for processing to begin |
| Classifying | Doculent is figuring out what type of document this is |
| Processing | The AI is reading the document and extracting information |
| Screening | Extracted data is being checked for basic quality |
| Aggregating | Results from multiple attachments are being combined |
| Validating | Data is being checked against your validation rules |
| Needs Review | Something needs your attention before this can proceed |
| Delivering | Results are being sent to your configured destination |
| Delivered | All done! Results have been successfully sent |
| Completed | Processing is finished and results are available |
| Failed | Something went wrong — check the submission details for more info |
The Typical Journey
Most submissions follow this path:
Pending → Classifying → Processing → Validating → Delivering → DeliveredThe whole process usually takes 30 seconds to a few minutes, depending on the document complexity and current volume.
When Things Need Attention
Two statuses require your input:
Needs Review
This means the automated validation found something it wasn't sure about. Common reasons:
- A required field couldn't be found or read clearly
- An extracted value looks unusual (e.g., a date far in the past)
- The AI confidence for a key field was below the threshold
See Handling Review Items for how to resolve these.
Failed
This means something went wrong during processing. Possible causes:
- The document was unreadable (blank page, corrupt file)
- A temporary system issue occurred
Failed submissions can typically be retried. Open the submission details and click Retry to run it through the pipeline again.
Real-Time Monitoring
For high-volume operations, check out the Monitoring view under Submissions. It gives you a live dashboard showing:
- How many submissions are currently in each stage
- Processing times and throughput
- Any items that need attention
This is especially useful if your team processes hundreds of documents per day and you want to keep an eye on the overall flow.