Understanding Document Statuses

Learn what each status means and whether you need to take action.

Written By Valentin from Filently

Last updated 8 days ago

Status Overview

Every document in Filently has a status that tells you where it is in the filing process. Here is a breakdown of each one:

Status	What it means	What you need to do
Uploading	Your file is being uploaded to Google Drive	Wait for the upload to complete
Processing	Filently is extracting text and analyzing the document	Wait – this usually takes a few seconds
Awaiting Review	The AI has a suggestion ready for you to approve	Review the suggested name and folder, then accept or edit
Filed	The document has been renamed and moved to its folder	Nothing – you are all set! You can still edit if needed
Rejected	The document could not be processed (e.g., a photo with no readable text)	Check the rejection reason. Re-upload a proper document if needed
Processing Failed	An error occurred during processing	Try re-uploading the document. If the issue persists, contact support
Upload Cancelled	The upload was cancelled before completing	Re-upload the file if needed

Statuses in Detail

Uploading

Your document is on its way to Google Drive. Upload times depend on your file size and internet connection. You will see a progress indicator while the upload is in progress.

Processing

Filently is working on your document – extracting the text content, analyzing it with AI, and generating a filename and folder suggestion. This step usually takes just a few seconds.

Awaiting Review

This is the status that needs your attention. The AI has analyzed the document and has a suggestion ready. You can:

Accept the suggestion as-is
Edit the filename or choose a different folder
Accept all if you have multiple documents waiting and the suggestions look good

Documents in "Awaiting Review" are your main action items. They appear prominently on your dashboard so you do not miss them.

Filed

The document has been successfully renamed and moved to its designated folder in Google Drive. You are done – but if you notice something is not right, you can always edit the document afterwards.

Rejected

Filently could not process the document, usually because it does not contain meaningful, readable text. Common reasons include:

The file is a photo without any text (e.g., a vacation picture)
The image is too blurry or low-resolution for OCR to read
The document is blank or nearly blank

Check the rejection reason displayed on the document. If the file should contain readable text, try uploading a clearer version.

Processing Failed

Something went wrong during processing. This is uncommon but can happen due to temporary issues. Re-uploading the document usually resolves it. If the problem keeps occurring, reach out to support.

Upload Cancelled

The upload was stopped before it finished, either because you cancelled it or the connection was interrupted. Simply re-upload the file if you still need it processed.

Special Status: Awaiting Structure

During the initial setup phase (the collecting phase), your documents may show as "Awaiting Structure". This means Filently is still learning about your folder structure and has not started filing yet.

Do not worry – these documents will be processed automatically once your folder structure is created. You do not need to take any action.