How to use Smart Collections

Setting up a Smart Collection allows you to automatically filter new files into a group of similar files, just like you can with email filters. With Smart Collections, newly uploaded files will automatically be routed to a Collection that has been set up and trained to extract the fields you want.

Create a Smart Collection in three steps:

Step 1: Upload files matching your desired filter

Go to All files in the left sidebar. Upload at least one file that meets the filter rules you’d like to set up. Files can be automatically filtered by any searchable result, like name, file type, and text inside the file.

Step 2: Search or filter for the file(s)

Search for your desired files by using one of several options:

Option 1: Table filters

For this demonstration, we're filtering for files with the term “Demo” in the file name.

Option 2: Search bar

You can search for a single word. Here's what it would look like to filter files the text "Lucky" anywhere in the file.


You can search for multiple words. Here's what it would look like to filter for files with the text "Lucky Insurance" anywhere in the file.

File.full_text:"Lucky Insurance"

Note: You can use any IQL query in your search query. You may need to switch from Search to IQL mode using the dropdown to the right of the search bar.

Step 3: Create your Smart Collection

Once the file(s) appear, click Create Collection and select Collection matching filters. Name your Smart Collection and click Add selected files to Smart Collection.

Using your Smart Collection

Step 1: Extract data

Go into your new Smart Collection and start extracting data by adding fields.

For this demonstration, we’ve extracted the Customer name, Total Amt due, and Due date fields for each file.

Step 2: Test it out by uploading a new file

Upload a new similar file into All files.

Impira sends this new file directly into the Smart Collection, "Demo Invoices," and immediately gets to work extracting the Customer name, Total Amt due, and Due date fields from the new incoming file.

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