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Files

The Files section of the XY Web App provides unified document management across multiple sources, enabling seamless file handling, processing, and organization for your healthcare automation workflows.

Interface Overview​

The files interface organizes document management across multiple storage sources with powerful filtering and search capabilities.

Multi-Source File Management​

Uploaded Files

  • Direct file uploads to the XY Platform storage
  • Drag-and-drop interface for easy file handling
  • Bulk upload capabilities for multiple documents
  • Immediate processing and OCR integration

Google Drive Integration

  • Seamless access to your Google Drive files
  • Real-time synchronization with Google Drive contents
  • Collaborative file editing and sharing
  • Automatic import of new files from monitored folders

OneDrive Integration

  • Microsoft OneDrive file access and management
  • Office 365 document integration
  • Real-time file synchronization
  • SharePoint integration for enterprise environments

Tab Navigation​

The files interface uses a clean tab system:

  • Uploaded Files: Documents directly uploaded to XY Platform
  • Google Drive: Files accessed from connected Google Drive accounts
  • OneDrive: Files accessed from connected Microsoft OneDrive accounts
  • Add (+): Quick access to add new file sources or integrations

File Management Features​

File Upload and Processing​

Supported File Types

  • PDF Documents: Claims, invoices, medical records, referrals
  • Microsoft Office: Word documents, Excel spreadsheets, PowerPoint presentations
  • Images: JPEG, PNG, TIFF for document scanning and OCR processing
  • Text Files: CSV, TXT, and other structured text formats

Processing Pipeline

  1. Upload: Files are securely uploaded to XY Platform storage
  2. OCR Processing: Text extraction from images and scanned documents
  3. Indexing: Full-text search indexing for content discovery
  4. Classification: Automatic document type identification and categorization
  5. Integration: Data extraction and integration with connected systems

File Table Interface

  • File Name: Original filename with extension and metadata
  • File Type: Document category and format identification
  • Upload Date: Timestamp of file addition to the system
  • Size: File size information for storage management
  • Status: Processing status and integration completion
  • Actions: Download, view, share, and processing options

Search and Filtering

  • Full-Text Search: Search within document contents using OCR data
  • Filename Search: Quick location by filename or partial matches
  • Date Range Filtering: Filter files by upload or modification date
  • File Type Filtering: Show only specific document types or formats
  • Status Filtering: Filter by processing status or integration state

File Viewing and Management​

File Viewer

  • PDF Viewer: Built-in PDF viewing with zoom and navigation controls
  • Image Display: High-quality image viewing with zoom capabilities
  • Text Preview: Preview of extracted text content from OCR processing
  • Metadata Display: File properties, processing history, and integration status

File Actions

  • Download: Download original files or processed versions
  • Share: Generate secure sharing links for collaboration
  • Process: Trigger additional processing or re-processing workflows
  • Delete: Remove files with proper authorization and audit trails
  • Move: Organize files into folders or categories

Integration with Workflows​

Automatic Processing​

Document Classification

  • AI-powered document type identification
  • Automatic routing to appropriate processing workflows
  • Custom classification rules and patterns
  • Integration with agent-specific processing requirements

Data Extraction

  • OCR text extraction from scanned documents
  • Structured data extraction from forms and templates
  • Integration with Data Entry & Transcription Agent
  • Custom extraction rules for specific document types

Queue Integration​

Claims Processing

  • Direct upload of PDF claims for processing
  • Integration with Claims Management Agent workflows
  • Real-time status updates and processing tracking
  • Queue management for human-in-the-loop review

Invoice Processing

  • Invoice document upload and processing
  • Integration with accounting and billing systems
  • Data extraction and validation workflows
  • Exception handling for complex or unclear documents

File Storage and Security​

Storage Management​

Storage Quotas

  • User and workspace-level storage limits
  • Usage monitoring and alert notifications
  • Automatic cleanup policies for old or processed files
  • Archive capabilities for long-term document retention

File Versioning

  • Version control for document updates and modifications
  • History tracking of file changes and processing updates
  • Rollback capabilities for document management
  • Integration with workflow versioning systems

Security and Compliance​

Access Control

  • Role-based permissions for file access and management
  • User-level restrictions on sensitive document types
  • Integration with workspace Role-Based Access Control settings
  • Audit trails for all file access and modification activities

Data Protection

  • Encryption at rest and in transit for all file storage
  • HIPAA-compliant handling of protected health information (PHI)
  • Secure deletion and data retention policies
  • Integration with enterprise security and compliance requirements

Privacy Controls

  • User consent management for file processing and sharing
  • Opt-out capabilities for specific processing types
  • Data anonymization options for sensitive content
  • Integration with privacy policy and consent management systems

Best Practices​

File Organization​

Naming Conventions

  • Use consistent, descriptive filenames
  • Include date stamps and document types where appropriate
  • Avoid special characters that might cause processing issues
  • Consider filename length limits for different systems

Folder Structure

  • Organize files by date, document type, or workflow stage
  • Use consistent folder naming across team members
  • Set up automated folder creation based on processing rules
  • Regular cleanup and archiving of processed documents

Processing Optimization​

File Quality

  • Upload high-quality scans for better OCR accuracy
  • Ensure proper document orientation before upload
  • Use appropriate resolution settings for scanned documents
  • Verify file integrity before uploading large batches

Batch Processing

  • Group similar document types for efficient processing
  • Schedule large uploads during off-peak hours
  • Monitor processing queues and resolve errors promptly
  • Use bulk operations for repetitive file management tasks

Integration Management​

Multi-Source Coordination

  • Avoid duplicating files across different storage sources
  • Set up appropriate sync rules for connected cloud storage
  • Monitor storage quotas across all connected sources
  • Regularly review and clean up unused or outdated integrations