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Glossary ​

Terms used throughout the docs. If you're reading along and hit a word that doesn't make sense, find it here.

—Not set— ​

Recognito's systematic notation for an empty field value. A mandatory field with —Not set— blocks the Validate and Approve actions — you can't move the document forward until you fill it in.

Different from a literal empty string or zero — the system specifically checks for this marker.

AI Post Processing ​

A per-field setting in Settings → Document fields that runs a second-pass LLM call on the field after primary extraction. Useful for fields the base model doesn't natively support — country-specific tax IDs, custom internal references.

Best-effort. For high-volume reliability, a custom model is usually the better path; AI Post Processing is the self-serve workaround.

Approval Status ​

The human-review state of a document. Values: Pending, Validated, Approved, Rejected, Duplicate. Independent from Document Status.

Approver ​

A user whose approval is required at some stage of a document's flow. Approver-ship is per-document (decided by Mapping workflows that populate approvers_N_M), not a fixed user role. The same user can be an approver on one document and not another.

Approver Group ​

A set of users who can collectively approve a document at one stage. Routing is sequential — Group 1 approves, then Group 2, etc. In small orgs without configured Approver Groups, the assignee can approve directly.

approvers_N_M ​

Field-naming convention for approver routing. Set by Mapping workflows. N is the group number, M is the slot within the group. approvers_1_1 is the first slot of Group 1.

Assignee ​

The canonical Recognito term for the person responsible for validating a document. Older audit docs sometimes say "Reviewer" — same role.

In small orgs without separate Approver Groups, the assignee can also approve directly.

Auto-scan page threshold ​

Project-level setting (Settings → General). Documents exceeding this page count get Document Status = Needs action and the user must manually pick which pages to process. Guards against accidentally running a 200-page PDF through OCR.

Bounding box ​

The colored rectangle overlaid on the document preview in Studio, showing where each extracted value came from. Each color matches a field category.

Cascade ​

The sequence of writes inside a workflow's execution. Each step's writes are visible to subsequent steps in the same workflow run.

Workflows don't cascade across each other — a step's write to a field doesn't fire the workflow watching that field. Cascade happens inside one workflow, not across them.

Context columns ​

The lookup key on a definition. Each Context column pairs an entity column with a Matching Type. Multiple Context columns combine with pure AND.

Custom Response Schema ​

JSON template (Settings → Developers) that reshapes Recognito's canonical extraction output into the customer's ERP-expected shape. One schema per project, shared by the Webhook payload and the Custom Get API response.

Definition ​

A reusable Mapping lookup specification. Takes one or more Context columns (matched against an entity) and produces Mapped outputs (values written to document fields) or Dropdown options.

Definitions live inside their target entity. Each entity can host multiple definitions.

Discriminator (column) ​

A Context column placed at the front of a composite-key lookup to narrow it by tenant / customer / subsidiary. Customer-named (no system meaning). See Recipes → Serving multiple companies.

Document Analysed ​

A trigger event. Fires when the engine finishes extraction (Document Status flips Processing → Done). The Initial_Workflow runs on this trigger. Also one of the webhook trigger events.

Document Approved ​

Approval Status value Approved, and a webhook trigger event. The document has cleared every required approver.

Document fields ​

Settings tab defining what fields the engine extracts (or what fields are available for Mapping to populate). Organized by category — Main, Table, Payment, Tax, Metadata.

Document Status ​

The technical-pipeline state of a document. Values: Processing, Done, Exported, plus the Needs action branch. Independent from Approval Status.

Document Validated ​

Approval Status value Validated, and a webhook trigger event. The assignee has signed off; an approver still needs to (or, with no approvers, validation is the final human step).

In a definition, the columns whose values populate a Select-type document field's dropdown options. In Mapping Definitions, the dropdown is unfiltered (every value across the entity). In Dropdown Definitions, the dropdown is context-filtered (only values from matching rows).

Duplicate Checker fields ​

Settings → Field Usage configuration. Marks specific fields as the keys for value-based duplicate detection. Chargeable — the document gets extracted before the check runs.

Distinct from file-hash duplicate detection (Settings → General → Reject duplicate files), which rejects identical files at upload with no extraction cost.

Engine ​

Loose term for "Recognito's OCR + ML extraction pipeline." Not a specific UI label.

Entity ​

A user-defined reference table in Mapping. Columns + rows. Examples: Vendors, GL Accounts, Approvers, Departments.

Bulk upload supports .xlsx only today.

Fallback Records ​

Multi-level fallback configuration on a definition. When the Context lookup yields no match, a substitute entity row is used instead of the silent no-op.

Field Usage ​

Settings tab where field properties are configured: Custom Filter / Clipboard / Table Clipboard / Print / Duplicate Checker. Five independent purposes, set per field.

Initial_Workflow ​

The one workflow per project that fires on Document Analysed. Configured via the Internal Mapping integration. Establishes the post-extraction initial state — vendor lookups, GL coding, approver routing, dropdown init.

Internal Mapping ​

An integration that wires the Initial_Workflow to the Document Analysed event. Lives in Settings → Integrations. Mostly invisible; leave it alone unless you know what you're doing.

Mapped columns ​

In a Mapping Definition, the entity columns whose values get written to specified document fields when a row matches. Each Mapped column has a Transform setting (only No Transform is available today).

Mapping ​

The rule engine. Three layers: Entities, Definitions, Workflows. The configurable layer that fires after extraction.

Mailbox ​

Per-project email address. Format: invoice-randomstring@mail.recognito.io (or receipt-..., handover-... for other project types). Surfaced in Settings → General and the Upload modal.

Matching Type ​

Per-Context-column setting. One of Exact, Less Than, Less Than or Equal, More Than, More Than or Equal. Decides how the column compares against the document field's value.

Member ​

A user-role label shown in Settings → Users. Currently a placeholder — doesn't gate any behavior today.

Metadata fields ​

The fifth field category in Invoice projects. Convention: BYOD ("Bring Your Own Data") populated via Mapping. Architecturally identical to other categories.

My tasks ​

A built-in filter in the Documents view showing only documents needing the current user's input — documents they're the assignee on (in Pending) and documents they're an approver on (in Validated and it's their group's turn).

No setup needed; works out of the box for every user.

Needs action ​

A Document Status value indicating the document hit the Auto-scan page threshold. Open the document, click Process, pick which pages to process from the grid.

Org-owner ​

Organization-level role. Required to access Settings → Organization (Members, Payments, API Keys).

Override (permission) ​

A document-action permission. Bypasses Document lock, can edit Rejected documents, can delete documents at any status. Admin-tier.

Pending ​

Initial Approval Status for a freshly extracted document. No human has reviewed yet.

Personal Visibility ​

A document-visibility scope. The user sees only documents they're directly involved in: they uploaded it, they're the assignee, or they're one of the approvers. Default for most users.

Global Visibility ​

A document-visibility scope. The user sees every document in the project. Typically 1–2 people per org — accountants, finance ops, C-level.

Project ​

The top-level scope inside an organization. Pins down document type, field schema, mapping rules, users, integrations.

Project mailbox ​

See Mailbox.

Project type ​

One of: Invoice, Receipt, Handover & Acceptance Certificate, or a custom model. Set at project creation, not changeable later.

Reset data ​

Per-field button in Studio. Re-runs the project's Initial_Workflow for that one field. Typical use case: a vendor was just added to the Vendors entity, and the assignee clicks Reset data on vendorName to re-pull the lookup.

Not needed for routine field edits — workflow triggers handle those automatically.

Reviewer ​

Older term for Assignee in some audit docs. Synonymous; "Assignee" is the current product term.

Saved View ​

A persisted filter + search + columns + column-widths configuration in the Documents view. Shared as a copy (not live-shared).

Sequential feed-through ​

The cascade rule that step N's writes are visible to step N+1's reads within the same workflow run.

Silent no-op ​

A Mapping step that finds no matching entity row. Writes nothing, errors nothing — the cascade continues with whatever state existed. The single most common reason a cascade "doesn't do anything visible."

Studio ​

The single-document review UI. Three-pane layout: document preview with bounding boxes (left), field values (right), line items (below).

Top row ​

The lowest-row-index entity row satisfying a definition's Context AND-match. Wins when multiple rows match.

Trigger ​

The event that fires a workflow. One of Document Analysed (Initial_Workflow only), On field select (with one or more watched fields), or a hidden internal-admin trigger (Approvers only).

Webhook ​

Outbound HTTPS POST integration. Content-Type: multipart/form-data. Triggers: Document Analysed / Document Validated / Document Approved (any combination). Retry policy: 1 / 5 / 10 minutes, then failed. Not signed — no HMAC today; recommend domain validation + HTTPS.

Workflow ​

A chain of sequential rules with a trigger. Two trigger types: Document Analysed (Initial_Workflow only) and field value change ("On field select").

Workflows do not cascade across each other — to chain logic, use multiple rules inside one workflow.

Wrong data / Wrong type ​

Per-field buttons in Studio. Send a note to Recognito's team. Not connected to anything automated — no training feedback loop. May be removed in future iterations. Don't rely on them to fix problems automatically.