How to use Smart Collections
Setting up a Smart Collection allows you to route files automatically to a Collection of similar files. You route these files using filters, similar to how you might filter incoming emails to specific folders.
You set up and train this Smart Collection to extract data from the fields you want, so each time a file that matches these filters gets uploaded, it'll automatically go into this Collection and Impira gets to work extracting data.
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:
- File name
- File type
- Text found inside a file
Step 2: Search or filter for the file(s)
Search for your desired files by using one of several options:
Option 1: Filters
Filter by any parameter. Below, we're filtering for files with the word “Demo” in the file name.
Option 2: Search bar
You can also search for a single word. Here's what it would look like to filter files the text "Lucky" anywhere in the file:
File.full_text:Lucky
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'll 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) are done processing, 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 as seen below.
Step 2: Test it out by uploading a new file
Upload a new similar file into All files.
Impira will sort this new file directly into the Smart Collection, "Demo," and immediately get to work extracting the Customer name, Total Amt due, and Due date fields from this new incoming file.
