How statuses work
Every document in Datamolino has a status that tells you where it is in its lifecycle - whether it is still being processed, ready for review, exported to your accounting software, or moved to archive or trash. The status drives what you can do with the document: editing, exporting, marking as paid, archiving, and deleting are each only available in certain statuses.
š View status in the document list
In the document list, the status is shown in the first column on the left of each row. The best place to see an overview of all statuses is the All Files tab - it displays every status except deleted and archived documents.
āļø For Disconnected Folders
If the folder is not connected to accounting software, you'll see "Exported" in the status column for exported documents.
āļø For Connected Folders
If the folder is connected to accounting software, you'll see the label "Xero", "QuickBooks", or "FreeAgent" (whichever it's connected to) for exported documents.
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š View status in the document detail
Open a document and you will see the current status at the top of the view under Document Status.
āļø For Disconnected Folders
You'll see a label simply saying "Exported"
āļø For Connected Folders
If your folder is connected to Xero, QuickBooks, or FreeAgent, you'll also see a label with that integration's name (e.g. "Xero") next to the Document Status, once the document has been exported. Click that label to go directly to the document in your accounting software. This works the same way for QuickBooks and FreeAgent, showing that software's name instead.
A document moves between statuses automatically as it is processed and exported. Some transitions can also be triggered by you - for example, sending a document for re-processing, archiving it, or moving it to trash.
Processing statuses
While Datamolino is reading the document, it moves through a short series of internal statuses. During this time the document is locked - you cannot edit fields, export it, or move it to trash until processing finishes.
Uploaded - the file has arrived in Datamolino but has not yet been picked up for extraction. This is the very first status.
Processing - Datamolino is extracting the data from the document.
Fingerprinting - Datamolino is building or refining the template that maps fields on this supplier's documents. Not all documents go through this step ā you will typically see it when a document needs a closer look or after you send it for reprocessing.
Documents in any of these statuses cannot be edited, or moved to trash.
Statuses after processing
Once processing is finished, the document settles into one of the following statuses. These are the statuses you will see most often in day-to-day use.
Ready - the document has been successfully read, all the captured fields are visible, and the document is ready for review and export. This is the standard finished status.
Data duplicate - the supplier name and invoice number match another document already in the same folder. The document is held aside so you can decide whether to keep it, edit it, or move it to trash.
Export statuses
Once a document has been sent to your connected accounting software, the status reflects the outcome.
Exported - the document has been successfully sent to your accounting software. In a disconnected folder, the status label simply says "Exported." In a connected folder, the label shows the integration's name instead (e.g. "Xero", "QuickBooks", or "FreeAgent").
Export error - something is blocking the export to your accounting software. A message on the document will tell you what the issue is. Resolve the error and try exporting again.
Archived and Trash
These two statuses both remove the document from the main working list, but they behave differently.
Archived - the document has been moved out of the active list, usually because it has been exported and the work is finished. Archived documents are read-only: all fields are locked, and editing is not possible. You can move a document back out of archive if you need to change something.
Deleted - the document has been deleted. Trashed documents are kept for a 45-day recovery period so you can restore them. Deleted documents are read-only: all fields are locked, and editing is not possible. When restored, a document returns to its previous status.
Learn more about how to archive or delete a document.
Approval statuses
If approvals are switched on in Folder Settings, every document carries a status that tracks where it is in the approval process. Approvals are included in your subscription.
Awaiting approval - the document has been submitted for approval and is waiting on an approver.
Approved - an approver has approved the document. It is now eligible for export.
Rejected - an approver has rejected the document.
If approvals are switched off for your folder, none of these statuses apply and only the standard document status is shown.
Common Questions
š Can I filter or search by status?
The document list has tabs and filters for the most common statuses (Ready, Needs review, Export failed, and - with approvals switched on - Awaiting approval and Awaiting export). Advanced search lets you filter by any document or approval status. Learn more about advanced search in Datamolino.
š Why does my document still show as "fingerprinting" after a long time?
Fingerprinting involves a manual step performed by our team, and can take up to 24 hours on working days. If it has been longer than that, contact support.