Capture Workflow

What is a capture workflow?

A capture workflow is a process that automatically collects, digitizes, and organizes incoming documents. It handles the journey from document intake—like scanning paper files or importing emails—all the way to storing them in a document management system. It’s like an assembly line for document processing.

What does a capture workflow actually do?

It starts by capturing documents from various sources: scanners, email inboxes, mobile devices, or even watch folders on a computer. Once captured, the workflow extracts useful information like dates, names, and invoice numbers using tools like OCR (Optical Character Recognition). From there, it applies rules to name, tag, and store the document where it belongs.

Why is this important in document management?

Without a capture workflow, document intake is slow and error-prone. Staff might scan files one by one, manually name them, and drag them into the right folder. A capture workflow does all that automatically, making the process faster, more accurate, and less dependent on human effort. It also helps with version control and ensures that documents don’t get lost or misfiled.

What are the sources a capture workflow can pull from?

Capture workflows can handle input from a wide range of sources, including:

Modern systems often support direct integrations with these sources, making it seamless.

What kind of information can it extract?

With OCR and intelligent data recognition tools, a capture workflow can extract:

This information can then be used to categorize, rename, and route documents properly.

Does it replace manual scanning?

Not exactly—it builds on it. Manual scanning captures the image of the document, but a capture workflow takes that scanned file and makes it useful. It renames it, extracts key data, and files it correctly. Without a workflow, scanned documents are just digital images sitting in a folder. With a workflow, they become searchable, tagged, and part of your document system.

Is a capture workflow customizable?

Yes, most systems allow you to create custom workflows based on your specific needs. You can define:

These settings ensure the workflow fits your existing process rather than forcing you to adapt to the software.

Can it handle different document types?

Definitely. A good capture workflow can identify and process different types of documents using templates or rules. For instance, it might know that a document with the word “Invoice” at the top should be tagged as a financial record and routed to the accounting folder, while a file with “Resume” goes to HR.

What are the benefits of using a capture workflow?

There are plenty, including:

For teams that deal with hundreds or thousands of documents weekly, these benefits add up quickly.

Is OCR always part of a capture workflow?

Usually, yes. OCR (Optical Character Recognition) is a core component that turns scanned images or PDFs into searchable and editable text. Without OCR, the system wouldn’t be able to extract text from images, which limits automation.

Can I review or override what the workflow does?

Yes. Most platforms let you set review checkpoints. This might mean reviewing extracted metadata, verifying file names, or confirming document placement before the final save. Some businesses prefer full automation, while others want human approval for sensitive documents.

Is this something Folderit supports?

Yes, Folderit integrates capture workflows with smart metadata tagging and structured storage. It can handle incoming documents from various sources and automatically sort them based on your custom rules. It’s especially helpful for businesses that need fast turnaround and reliable document categorization.

What if my documents come from different sources?

That’s actually what capture workflows are designed for. Whether your documents arrive via email, scanner, smartphone, or shared cloud drive, a capture workflow can bring them all together in one automated process. It reduces the chaos of having files scattered across devices and platforms.

Can it work in real-time?

Yes, some workflows are triggered the moment a document is received. For example, an invoice sent to a designated email address could be automatically pulled into the system, named correctly, tagged as “Accounts Payable,” and forwarded for approval—all within seconds.

Are there any risks or downsides?

Automation is powerful, but it’s not perfect. If rules are set up incorrectly, documents can be misfiled or misnamed. That’s why it’s smart to start with a test phase and fine-tune the rules before rolling it out fully. Most systems also keep logs, so you can track what happened if something goes wrong.

How do I get started with a capture workflow?

Start by identifying your most common document sources and what information you want to extract. Then choose a platform that supports workflow automation and OCR. Set up rules based on your team’s naming conventions, folder structure, and approval process. Run a few test uploads to make sure it behaves as expected, and tweak as needed.

What industries benefit most from capture workflows?

Almost every industry can use them, but they’re especially valuable in:

Anywhere you have repeatable document intake, capture workflows can make a big difference.

Final thoughts on capture workflows?

Capture workflows are essential tools for any document-heavy organization. They eliminate repetitive tasks, improve document accuracy, and help your team stay focused on high-value work. If you’re still manually sorting through digital documents, it’s time to consider automation.

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