The Aktenpilot is Aktenplatz’s assistant for filing documents: it works through a stack of incoming documents (e.g. scans or PDFs) one by one, reads the text via OCR and helps you move each document into the right case (Akte) and tray in seconds – fully automatically via rules if you like.
How the Aktenpilot works
When unfiled documents are waiting, the Aktenpilot guides you through a queue: you see a preview of the current document and choose its destination. A progress bar shows “X of Y processed” and how many are still open.
- Move: file the document into the matching case and tray.
- Skip or Delete: documents you don’t want to file (yet).
- Rotate: pages scanned the wrong way up are detected and can be rotated – automatically too.
- Search the queue: jump straight to a specific document.
Documents without recognised text (no OCR) are skipped with a note, so nothing is filed incorrectly.
Keyboard shortcuts
The Aktenpilot is built for speed. The key shortcuts: Enter move · W queue · ↑ ↓ scroll · ← → page · S skip · Del delete · A case · R rotate.
Rules: file documents automatically
With Aktenpilot rules you can have certain documents land in the right case automatically. A rule recognises a document by keywords (from the OCR-recognised text) and then moves it into a specific case, a case type or a – possibly variable – subfolder. If more than one rule matches, you pick the right one in the Aktenpilot.
Optionally, a rule can also create a task the moment the Aktenpilot moves a matching file into the case – so nothing slips through.
Log: everything is traceable
The Aktenpilot’s log shows, page by page, which document was filed where and when – with a metadata traffic light that indicates whether all required fields are set. You can fill in missing file metadata right in the log, and open the filed document via a link (right-click to open it in a new tab).
Good to know
- The Aktenpilot relies on full-text recognition – the better the scan quality, the more accurate its suggestions. See Using OCR recognition.
- Set up the target trays in the project: Managing trays.
- To get documents into Aktenplatz in the first place (e.g. via a scanner), see Connect a scanner to Aktenplatz.
Starting batch processing deliberately
Automatic batch processing no longer starts merely because you opened Aktenpilot. You start it deliberately from the corresponding button in the left-hand menu – so you decide when a whole batch is processed.
Placeholders for the file name and target folder are resolved on the server, which keeps the results consistent even for large batches.