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What Happens After You Upload a Document

Getting Started

Pipeline Overview

After upload, every document goes through an automatic processing pipeline. You can track progress via status badges on the document:

uploaded -> validating -> validated -> processing -> processed -> reviewed

Step 1: Validation

Notoria runs three checks on every uploaded file:

  • MIME type check - verifies the file matches its claimed format.
  • Integrity check - confirms the file is not corrupted.
  • Antivirus scan - scans for malware.

The badge shows "validating" during this step. If any check fails, the badge changes to "failed_validation".

Step 2: Image Processing

The file is converted to a standardized format to ensure consistent results in the transcription and AI enrichment steps that follow.

Step 3: Transcription and Description

Two tasks run in parallel:

  • Handwriting recognition (OCR) - extracts the text from your notes and saves it as a searchable transcript.
  • AI description - generates a summary of the document's content.

Step 4: AI Enrichment

Several AI tasks run in parallel once transcription completes:

  • Name suggestion - proposes a meaningful document name based on the content.
  • Tag suggestion - suggests relevant tags from your existing workspace tags.
  • Memory extraction - identifies key facts and dates to store as Memories.
  • Embedding generation - creates a vector representation for semantic search.

Reviewing Your Document

Once processing completes, open the document to review the results. You can edit the transcript, description, and name directly. Accept or remove suggested tags.

When Processing Fails

  • "failed_validation" - the file may be corrupted or was flagged by the antivirus scan. Re-upload a clean copy of the file.
  • "failed_processing" - an AI processing step encountered an error. You can retry processing from the document detail page.

FAQ

How accurate is handwriting recognition?

Accuracy depends on handwriting legibility. Printed-style handwriting is recognized with high accuracy. Cursive and messy handwriting may require manual corrections to the transcript.

Can I edit the transcript after processing?

Yes. Open the document and edit the transcript directly. Changes are saved automatically.

How long does processing take?

Most single-page documents are processed within 30 seconds. Multi-page PDFs may take longer depending on page count.