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Overview

The Documents page is where everything you’ve uploaded or forwarded into Adminest lives. Every document is laid out as a card so you can see the headline, the AI summary, and the categories at a glance — without opening anything.
Documents page showing the V2 card grid

The Documents grid with category filters, search, and AI summaries on every card

Card grid

Skim summaries, categories, and source at a glance

Detail panel

Click any card to slide open the full breakdown

Bulk select

Categorise, share, or delete many at once

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Finding documents

The search bar at the top of the page searches across:
  • Document titles and senders
  • Extracted text content (everything inside your PDFs and images)
  • AI summaries
You can also ask plain-English questions like “show me my insurance documents” or “what bills are due this month?” — the search bar feeds into the AI Assistant when it doesn’t recognise a literal match.

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Filters

The filter chips along the top let you narrow the list quickly.
  • All — every document you have access to
  • Each category — filter to one type (Insurance, Utilities, Property…). Categories you create appear here automatically.
  • From email — only documents that arrived via your secure email address
Click Filters in the top bar to combine filters or set date ranges, file types, and senders.

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View toggle

Use the Grid / List toggle in the top right to switch between the card grid (great for visual scanning) and a compact list (great when you have hundreds of documents).

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Uploading documents

1

Open the upload tray

Click Upload in the top right of the Documents page.
2

Drop your files

Drag one or many files in, or click to browse. You can upload PDFs, images (PNG, JPG, JPEG), and Word documents.
3

Wait a few seconds

Most documents are analysed in 10–30 seconds. You’ll see a progress badge on the new card while it works.
4

Review the AI summary

The card flips from “Processing” to the AI-generated headline once it’s done. Click it to open the detail panel.
Supported formats: PDF, PNG, JPG, JPEG, DOC, DOCX, TXT. Max size: 10 MB per file. All uploads are virus-scanned before processing.
You don’t have to upload everything yourself — forward emails to your secure document address and Adminest will process the attachments automatically.

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Card anatomy

Every document card shows you, in order:
  1. A coloured icon that reflects the document type (insurance shield, bill lightbulb, contract scroll, etc.)
  2. The title — usually the sender + subject, or the filename
  3. Source line — where the document came from (e.g. “AA Insurance · PDF · 2 days ago” or “From email · Auckland Council”)
  4. An AI badge — present when Adminest has finished analysing the document
  5. A two-line AI summary — the most important facts (amounts, due dates, policy numbers)
  6. Category pills — colour-coded categories. Click the + to add another, click the × on hover to remove.

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The detail panel

Clicking a card slides open a panel on the right. The grid stays visible so you don’t lose your place.
Document detail panel open beside the document grid

The detail panel keeps the grid in view so you can move between documents without losing context

In the detail panel you can:
  • Read the full AI summary — a natural-language explanation of what the document is and what matters in it
  • See key details as a clean key/value list (policy number, dates, amounts, account numbers)
  • Add or remove categories without leaving the panel
  • Open the original PDF, download a copy, or share it with one of your connections
  • See and accept any suggested tasks Adminest has extracted (renewals, payment deadlines, follow-ups)
Use the arrow keys or simply click another card to move through your documents — the panel updates in place.

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Managing categories on a card

You can edit a document’s categories without opening the detail panel.
Inline category dropdown over a document card

Tap the + on a card to search existing categories or create a new one on the fly

1

Click the + on the card

A dropdown appears just below the card.
2

Search or pick

Start typing — existing categories filter as you type. Click one to add it to the document.
3

Or create a new one

If nothing matches, hit Create “Name” and the new category is added instantly. You can give it an emoji and colour afterwards from Settings.
4

Remove anytime

Hover a category pill and click the × to remove it.
Changes are saved as soon as you make them and the colour-coded pill appears everywhere — sidebar, tasks, calendar.
Categories on email groups apply to every document inside that group, and group cards show the combined set of categories from all attached documents.

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Bulk actions

Hold Shift + click, or tick the checkbox on a card, to start a selection. A floating action bar appears at the bottom of the screen.
Bulk action bar at the bottom of the Documents page

The bulk action bar appears as soon as you select more than one card

From the bulk bar you can:
Deleting a document also removes its AI analysis and any tasks Adminest created from it. This can’t be undone.

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AI analysis: what gets extracted

When you upload or forward a document, Adminest automatically:
  • Identifies the type — insurance, bill, contract, medical letter, statement, etc.
  • Extracts the key fields — names, amounts, dates, policy numbers, account numbers
  • Writes a plain-English summary — a paragraph anyone in your house could understand
  • Suggests tasks — renewals, payments, follow-ups, anything with a deadline
  • Policy number and insurer
  • Cover period (start and end dates)
  • Annual premium and excess
  • Sum insured and coverage type
  • Suggested task: Renewal reminder before expiry
  • Amount due and due date
  • Payee / vendor name
  • Account or customer number
  • Usage / billing period
  • Suggested task: Payment reminder a few days before the due date
  • Parties involved
  • Key dates (start, end, renewal)
  • Important terms and break clauses
  • Suggested task: Renewal or review reminder
  • Provider and date of service
  • Diagnosis or procedure
  • Follow-up requirements
  • Suggested task: Follow-up appointment reminder
Adminest’s AI is good but not perfect. Always glance over the extracted dates and amounts before accepting a task — especially for anything with money attached.

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Sharing with connections

You can share any document with a connected family member or trusted person.
1

Open the document

Click the card to open the detail panel.
2

Click Share

The Share button is at the top of the detail panel.
3

Pick a connection

Choose one or more connections — they need to have accepted your connection invite first.
4

Choose permissions

View-only, or allow them to manage the related tasks too.

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Best practices

Forward, don't snap

Forwarded PDFs give much cleaner extraction than phone photos of letters.

One document per file

A single PDF that contains two unrelated documents will be processed as one — split them before uploading.

Review AI dates

Glance over extracted due dates — Adminest is usually right but always worth a quick check.

Use bulk categorise

When you import a batch of old documents, select them all and apply categories in one go.

Tasks

Manage the tasks Adminest creates from your documents

Email to Document

Forward emails to bring documents in automatically

AI Assistant

Ask questions across everything you’ve uploaded

Categories

Customise your category emojis and colours