What do the symbols next to my HubDoc documents mean?

Documents uploaded into Hubdoc flow through five different tabs in the Document Stream, which show what stage of the document management process they're in. This article provides a bit of information as to what each of these tabs mean.

 The 'All' Tab

All documents flow into Hubdoc through the 'All' tab and are sorted by the time that they entered Hubdoc with the newest documents at the top. 

These documents feature different icons depending on their status.

  • Blue clock - Processing
  • Yellow triangle / orange triangle alert - Review
  • Red prohibition circle - do not enter symbol - Failed
  • Green check mark - Archived

The "Processing Tab"

Documents being extracted are shown as processing with a blue clock. While processing, Hubdoc pull the key data, such as supplier, date and amount, from each of these documents.

The "Review" Tab 

Documents needing review appear under the 'Review' status tab and feature a yellow triangle alert. This yellow triangle alert indicates that you need to review these documents. 

These documents require you to approve or add information before Hubdoc can send these documents through to Xero.

Follow these steps to make adjustments or review the documents:

1. Click on the document that you want to examine in the 'Docs' column.

2. Click on the 'Edit Data' bar on the right hand side of the screen. If you hover over this bar, the bar will turn green. A new screen will swing out.

3. Make changes to the extracted data.

4. Click 'Publish'.

These documents will no longer appear under the 'Review' tab. They should now appear under the 'Archived' tab.

 The 'Failed' Tab  

Documents that Hubdoc fails to push to Xero appear under the 'Failed' status tab. Documents also appear in the "Failed" tab if they failed to have their data extracted properly. This could be if the Supplier, Date or Total amount are blurry or missing.  

These documents feature a circle with a red cross. Please make changes to the settings of these documents so that Hubdoc can retry to push these documents to the correct cloud platforms or update the data on the document manually and archive it.  

Follow these steps to make the necessary adjustments to these documents' settings:

1. Click on the document that you want to adjust in the 'Docs' column.

2. Click on the 'Edit Data' bar on the right hand side of the screen. A new screen will swing out.

3. Make changes to the extracted data.

4. Click 'Publish'.

These documents will no longer appear under the 'Failed' tab. They should now appear under the 'Archived' tab.