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Managing documents

This document introduces the concepts behind Stonal's document management platform enhanced by artificial intelligence. Understanding these concepts will help you navigate the system, from uploading documents to leveraging AI-powered analysis and organization.

Overview​

The platform enables organizations to store, organize, and analyze documents efficiently. It provides advanced AI capabilities to automatically extract, categorize, and relate information from the uploaded files.

The main objectives of the system are:

  • Centralizing all documents related to assets and activities.
  • Enhancing document quality and structure via automated AI processing.
  • Ensuring traceability and controlled access across organizational structures.

Core Concepts​

Organizations​

Organizations are the primary structure used to group and manage documents. Each document is attached to a specific organization.

info

The organizationCode is used throughout the APIs to associate actions with the correct organization.

Documents​

Documents are any files (PDFs, images, spreadsheets, etc.) uploaded into the system. Once uploaded, documents can be enriched with metadata, structured into folders, and linked to various assets (such as facilities or buildings).

AI Enrichment​

Once a document is uploaded, the platform's AI services can perform operations such as:

  • Automatic extraction of key metadata (dates, addresses, asset identifiers, etc.).
  • Classification of documents into predefined categories.
  • Contextual linking to existing assets and documentation structures.
note

AI enrichment can happen immediately after upload or as part of scheduled processing.

Permissions and Access​

The platform enforces strict access control based on organizational memberships and user permissions, ensuring that documents are securely managed and accessible only to authorized users.

Uploading Documents​

Uploading documents is the first step towards building a structured and intelligent document repository.

Documents can be uploaded through the public API by providing:

  • The file itself
  • An optional manifest JSON providing contextual information

Uploaded documents are processed and stored, making them available for AI enrichment and further organization.