AI-Powered Document Filing
Upload with AI helps users file documents more efficiently on the Vistra Digital Platform (VDP) by using GAIA, Vistra's Global AI Analyzer, to extract key document metadata during upload. Instead of manually entering details such as the legal entity, document type, effective date, and description, users can let GAIA suggest these fields automatically. Users remain fully in control by reviewing, editing, and confirming the information before the document is filed.
💡 Key Takeaway: Upload with AI reduces manual data entry by helping users review and file documents faster, while ensuring they can validate every AI-suggested field before submission.
Key Features & Capabilities
⚡ AI-Powered Metadata Extraction
GAIA reads uploaded documents and suggests key metadata fields.
Suggested fields may include:
Legal entity
Document type
Folder path
Effective date
Description
Notes (optional)
Users can review and edit all suggested values before filing.
📊 Pending Filing Queue
Uploaded documents appear in a dedicated Pending Filing tab.
Users can track each document's filing progress through clear statuses:
Processing
Pending
Filed
This helps users manage multiple uploaded documents in one place.
👁 Side-by-Side Review
Users can preview the uploaded document and review its suggested metadata in the same workflow.
The document preview appears alongside editable metadata fields.
This makes it easier to validate the AI suggestions before confirming the filing.
✏️ Defer and Resume
Users can close the review modal at any time.
The document remains in the Pending Filing queue until it is filed.
This allows users to return later and complete the filing when ready.
🔐 Permissions, Compliance and Audit
Upload with AI is available only to users with document upload permission.
Users can only assign documents to entities they have access to.
Filed documents are visible to the original uploader and users with permission to view respective documents and folders within the company.
When a document is filed, both the GAIA-suggested metadata and the user-finalised metadata values are recorded for audit traceability.
How It Works (Step-by-Step Guide)
Step 1: Navigate to File Manager
Go to Documents > File Manager.
Step 2: Select Upload with AI
Click Upload with AI from the top-right corner of the File Manager page.
Step 3: Upload documents
Drag and drop files into the upload area, or browse your computer to select files.
Supported file types include:
Supported Formats | Maximum File Size |
PDF, PNG, JPEG, JPG, XLSX, CSV | 30 MB per file |
Step 4: GAIA processing
Review the Pending Filing tab where uploaded documents appear with the status Processing while GAIA analyses them.
Step 5: Review pending documents
When GAIA finishes processing, the document status changes to Pending. Click the document row to open the review modal.
Step 6: Validate the suggested metadata
Review the AI-suggested fields, including:
Field | Description |
Entity | The legal entity the document relates to |
Document Type | The category selected from the organisation's document catalogue |
Folder Path | The suggested storage location based on document type and structure |
Effective Date | The date extracted from the document content |
Description | A summary generated from the document |
Notes | Optional notes added by the user |
Step 7: Edit if required
Update any suggested field before filing. The original uploaded file name is preserved.
Step 8: File the document
Click File to confirm. Once filing is successful, the document status updates to Filed.
Step 9: Continue reviewing
After a document is filed, the next pending document automatically loads for review, helping users work through their filing queue efficiently.
User Benefits
🎯 Accuracy: Reduces manual entry errors by extracting key details directly from document content.
⏩ Efficiency: Speeds up document filing by reducing the need to manually populate metadata fields.
🔐 Security: Ensures documents are filed only against entities the user is authorised to access.
📊 Transparency: Keeps users in control by requiring review and confirmation before filing.
✏️ Flexibility: Allows users to defer filing and return to pending documents later.
Use Cases
✅ For Company Secretarial Teams:
Quickly file large volumes of company documents while reducing repetitive data entry.
✅ For Relationship Managers:
Upload client documents and rely on AI-suggested metadata to speed up filing preparation.
✅ For Compliance and Operations Teams:
Maintain better document organisation by ensuring key metadata is captured before documents are filed.
✅ For General Platform Users:
Upload, review, and file documents without needing to manually classify every field from scratch.
Security, Compliance and Access Controls
Upload with AI follows existing platform permissions and document access rules.
Only users with document upload permission can access the feature.
Entity selection is restricted to entities the user is authorised to view or manage.
Filed documents are visible to the original uploader and users with permission to view respective documents and folders within the company. Documents are hidden from users who do not meet either condition.
Users must review and confirm AI-suggested metadata before filing.
AI suggestions do not override user control; users can amend any field before submission.
When a document is filed, both the GAIA-suggested metadata and the user-finalised metadata values are recorded for audit purposes, ensuring full traceability.
This ensures that AI supports the filing process without compromising access control, governance, or user accountability.
Where Filed Documents Appear
Once successfully filed, documents are available in:
File Manager
The document appears in the selected folder path.Legal Entity > Documents tab
The document appears under the assigned legal entity.
The filed document's metadata, including document type, effective date, description, and notes, is stored with the document and can be edited later through More Options > Edit.
Frequently Asked Questions (FAQ)
❓ What file types are supported?
Upload with AI supports PDF, PNG, JPEG, JPG, XLSX, and CSV files up to 30 MB per file.
❓ What happens if GAIA cannot extract a field?
The field is left blank for the user to complete manually. Required fields must be completed before the document can be filed.
❓ Can I skip a document and come back later?
Yes. Close the review modal at any time. The document remains in the Pending Filing queue until it is filed.
❓ Will GAIA rename my uploaded file?
No. The original file name is preserved. GAIA only suggests metadata and does not
rename the uploaded file.
❓ What if GAIA suggests the wrong entity or document type?
Manually update the suggested fields before filing. Users have full control over the final filed values.
❓ Can multiple users review the same document at the same time?
Yes. Multiple users can open the same pending document for review simultaneously. If one user successfully files the document first, any subsequent user attempting to file the same document receives an error message indicating it has already been reviewed. The modal closes automatically, returning the user to the Pending Filing list.
❓ Is this feature available to all users?
Upload with AI is available only to users with the required document upload permission and where the feature is enabled for the organisation.
Summary & Next Steps
Upload with AI simplifies document filing by turning a manual metadata entry process into a faster review-and-confirm workflow. GAIA helps extract key document details, while users retain full control over what is filed.
Use Upload with AI when you want to reduce repetitive filing work, improve document organisation, and manage uploaded documents more efficiently.
📖 Read: Documents 2.0 Overview
📩 Contact: Reach out to your Vistra representative or support team if you need access or have questions.