Open AI SmartDoc, drag-and-drop or browse to choose your file, and click Scan with AI. SmartDoc returns an extraction result with a confidence percentage. Review the new reminder form (which is pre-filled below the result), click Apply to commit the SmartDoc data into the form, adjust anything wrong, then Save to create the reminder. The original file is automatically attached.

Before you start

  • You need Administrator or Editor access with the relevant SmartDoc permission.
  • Have your document ready — PDF, DOCX, JPG, or PNG, max 25 MB.
  • Make sure the document is legible. Clean scans at 200+ DPI extract far better than blurry phone photos.
  • Check your monthly token budget if you've been using SmartDoc heavily. Plan ID 1: 20,000 tokens/user/month. Other plans: 300,000/user/month. See SmartDoc overview.
  • If your data policy prohibits third-party AI processing, don't use SmartDoc for that document.

Steps

  1. Open AI SmartDoc from the sidebar.
  2. Add your file — either drag-and-drop onto the upload area or use the file picker.
  3. Click Scan with AI.
  4. Wait for SmartDoc to process — a few seconds for clean documents, longer for image-heavy or larger files. When done, the page shows:
    • An extraction result with a confidence percentage for this scan.
    • The standard new reminder form below, pre-filled with what SmartDoc extracted.
  5. Review every field on the form:
    • Title — does it read meaningfully?
    • Expiration date — confirm against the document. (This is the single most important field to verify.)
    • Document type — confirm or change. If SmartDoc proposes a new type that doesn't exist, you'll get a prompt: "Create and select a new document type…" — choose to create or keep the current selection.
    • Notes — any context SmartDoc pulled.
    • Tags — review or add.
    • Custom fields — fill in any blanks SmartDoc couldn't confidently extract.
    • Folder — pick where the reminder should be filed.
    • Reminder sequence — confirm or change.
  6. Click Apply to commit SmartDoc's extracted data into the form.
  7. Click Save to create the reminder.

How the confidence percentage helps

SmartDoc shows an overall confidence percentage for the scan (not per-field). Treat it as a rough quality signal:

  • High confidence (~90%+) — likely good extraction; quick review and save.
  • Medium confidence (~70–89%) — careful field-by-field review needed.
  • Low confidence (<70%) — expect several fields to be wrong; check the document carefully.

Even at high confidence, always confirm the expiry date against the document.

What happens next

  • A reminder is created with the data you confirmed.
  • The original file is stored in your workspace's AI SmartDoc folder in Drive, attached to the new reminder.
  • The reminder follows your normal status logic (Upcoming initially). See How reminder statuses work.
  • The sequence applies based on what you selected (default sequence if you didn't change it).

When the new document type prompt appears

If SmartDoc identifies a document type that doesn't exist in your workspace, you'll see a confirmation prompt rather than silent creation:

"Create and select a new document type…"

Your options:

  • Create the new type — adds it to your workspace's document types list and selects it on this reminder.
  • Keep the current type — uses whatever document type was previously selected on the form.

Don't accept new types reflexively. If SmartDoc proposes "Trade Lic." but you already have "Trade License" in your workspace, switch to the existing type so your list doesn't fragment.

Tips for best results

  • Upload one document, not bundles. A PDF with multiple unrelated documents will produce confused extraction.
  • Crop tightly. Extra pages, blank pages, or unrelated content reduce accuracy.
  • Clean scans beat phone photos. Use a scanner if you can; if not, get the lighting right and hold steady.
  • Native PDFs (text-selectable) extract better than scanned PDFs (images).

Edge cases & gotchas

  • Files over 25 MB are rejected. Compress or split before upload.
  • Multi-language documents vary in accuracy. Review carefully.
  • Handwritten content extracts poorly.
  • DOCX files are read locally first, with text content then sent to OpenAI. PDFs and images go directly to OpenAI.
  • No side-by-side preview. Review uses the normal reminder form layout with the extraction result above; the document itself is accessible from the file area on the form.
  • The reminder isn't sent automatically. Notifications follow your sequence rules.
  • Token cap applies. Hit it and the scan is blocked until the cap resets next month.

Related questions

  • How do I upload a document for SmartDoc? AI SmartDoc → add file (drag-and-drop or picker) → Scan with AI → review form → Apply → Save.
  • What does "Apply" do? It commits SmartDoc's extracted data into the new reminder form. After Apply, you can still adjust before Save.
  • What if SmartDoc picks the wrong date? Adjust the expiry date field before clicking Save.
  • What's the confidence percentage for? An overall quality signal for the scan. Lower confidence means more careful review.
  • What if SmartDoc suggests a new document type I don't have? You'll see a prompt — choose to create it or keep the existing type. Don't accept new types automatically.
  • Where does the file end up? In your workspace's AI SmartDoc folder in Drive, attached to the new reminder.

Related articles

SmartDoc overview · Reviewing SmartDoc results · Create a reminder manually · SmartDoc extraction problems