### Working with documents

The document inbox is designed to

- Give you a detailed overview of documents
- Enable you to process single or multiple documents, e.g. start validating, perform bulk actions, re-assign to users

1. **Archive section**  
   **‍** Switch between listing of current and archived documents.

2. **Simple PDF preview**  
   Click the document name to open the document in a PDF preview panel without leaving the inbox screen.

3. **Fund name**  
   Click into this field to edit the fund name where needed.  
   Note: “Unknown Fund” indicates a document where the parser could not automatically assign a fund. You must manually assign the correct fund before the document can be validated.

4. **Bulk actions**  
   Select rows to reveal applicable bulk actions. The available actions depend on the locations of the documents.

5. **Document status**  
   Possible statuses are:
   - **TO DO**  
     Document is ready for validation.  
     Action: Click the VALIDATE button to start reviewing the data found by the parser.
   - **IN PROGRESS**  
     **‍** Document is in the process of validation with current changes being saved. Data has **not yet been finalised** and committed to the database.
   - **PENDING APPROVAL**  
     **‍** The document has been validated by a first user and is awaiting approval by a reviewer (see page: [Review and approval workflow](https://support.carta.com/article/review-and-approval-workflow)). Data has **not yet been finalised** and committed to the database.
   - **COMPLETED**  
     **‍** The document has been validated. Metrics have been committed to the database and are ready for export.
   - **CHANGED**  
     The assigned fund or other fundamental settings have been changed.
     Action: The document needs to be re-parsed to update the parsing results.
   - **CATEGORISED**  
     The document has had its metadata assigned in the document feed and is ready to be moved in inbox for parsing.
     Action: Select the document and click move to inbox.

6. **Data** field displays the number of assets extracted by the parser in a performance report; or the **Validate data** button is displayed when user hovers over a document and allows user to access validation screen of that document.

7. **Filter panel**  
   Click into this panel to filter the documents visible.

8. **Duplicate file alerts**  
   If the system detects a file that might be a duplicate of another, then it will show an alert in this column. Accelex can automatically identify two types of duplicate documents:​
   - **Identical Content:** Documents with different names but identical file content​
   - **Identical Metadata:** Documents with the same key information (fund, report period, document type)that may represent different versions of the same report​

Our system understands different document types and applies relevant duplicate criteria:​
   - **Capital Account Statements:** Flagged when same fund, report period, and investor match​
   - **Capital Calls & Distributions:** Identified by payment type, date, and fund​
   - **Performance Reports:** Detected when fund and report period are identical​

An **"Alerts"** column (hidden by default) displays a **"!"** icon next to duplicate documents​
   - **Hover tooltips** explain whether duplicates share identical content or metadata​
   - **Sort by Alerts** to quickly bring all duplicates to the top of your document list​

Click **"Show Duplicates"** from any duplicate document to instantly view all related copies