Review and approve

Everything a flow extracts waits in its Review tab. This is the approval gate: no extracted value reaches an entity record until someone approves it, so a run that reads fifty documents changes nothing on its own.

Reviewing is open to every member, not only the owners and admins who can create flows, and the queue is shared rather than personal, so whoever gets there first can clear it.

Reading an extraction

Each document appears as its own card, named after the source file and linking back to it in the storage provider so you can open the original alongside.

Every field carries two things worth reading before you approve. A confidence score says how certain the extraction was, and evidence shows the snippet of the document the value was taken from. A field the document simply did not contain comes back empty with zero confidence rather than a guess, so an empty field is a real answer and not a failure.

Every field is editable. Correct anything wrong, then approve.

Approving and rejecting

• Approve writes the values onto an entity record. If the identifying field matches an existing record, that record is updated; otherwise a new one is created. The same document approved twice revises the same record rather than creating a second.
• Approve with edits does the same, using your corrections instead of the extracted values.
• Save edits keeps your changes without approving, so you can come back to it.
• Reject discards the extraction. Nothing is written, and it leaves the queue.

When a flow has no mapping yet

If the flow has no entity mapping, extractions still happen but arrive marked as needing field mapping, and cannot be approved. The Review tab shows a panel for setting the mapping directly.

Saving a mapping releases everything that was waiting on it in one go, so results collected before the mapping existed become reviewable rather than being lost. This makes it reasonable to run a flow early, look at what comes back, and only then decide which columns the fields belong in.

When a sync fails

An approval can fail after the fact, usually because the entity changed underneath it: a mapped column was deleted, or the identifying field came back empty so no record could be resolved. The extraction is marked as failed with the reason shown in red, and stays in the queue.

These are recoverable. Fix the underlying problem, which normally means correcting the mapping in Settings or filling in the identifying field, then approve again.

Following a record back to its source

A record populated by a flow shows a banner on its detail page naming the flow and the source document, linking back to both. This is how you answer "where did this value come from" months later, without knowing a flow was involved.

Approved documents are also added to a knowledge store attached to the entity, so agents can answer questions from the full text of the document and not only the extracted fields. See Knowledge stores.

Being told there is work waiting

When a run finishes with anything waiting, the person who created the flow gets a notification and an entry in the Feed, saying how many extractions are pending and how many need mapping. Notification is once per run rather than once per document. The flow list also shows a count of everything waiting for review, which is the quicker check if you own several flows.

Where this is managed

Review happens in each flow's Review tab under Integration Flows. Run history and per-file outcomes are in the Runs tab, and statuses are explained in the Reference.