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Setting up Document Sets

This walkthrough covers the full lifecycle of a document set: defining it in the library, attaching it to a project type, populating it inside a project, and editing its membership manually.

note

Populating a document set on a project (both AI classification and manual assignment) is an approver / co-approver operation. The library itself is per-user — each approver maintains their own.

1. Create a library document set​

  1. Go to Project Creation Setup → Document Sets.
  2. Click + Add.
  3. Enter a Name (e.g. Relied Upon Documents). This is the human-readable label you'll see on projects.
  4. Optionally enter an AI Prompt describing which documents belong in the set. Be specific: "select documents the applicant cites as relied upon in their declaration", rather than "relied upon stuff".

Changes autosave on blur — wait for the "Saved" toast before navigating away.

Choosing whether to write a prompt​

Write a prompt when:

  • You want the set populated automatically from uploaded documents.
  • You have a clear rule that can be stated in one or two sentences.

Leave the prompt blank when:

  • Membership is subjective and you'd rather assign documents manually.
  • The documents in the set typically arrive later in the project, after you've had a chance to review them individually.

You can always add or remove a prompt later, but the change only affects projects created from that point on.

If you want per-document metadata (e.g. a Purpose column for each document), go to Project Information Fields and either:

  • Edit an existing field and set its Document Set binding to this set, or
  • Create a new field with the binding set up from the start.

A linked field becomes a per-document field — see Project Information Fields.

This step is what makes the document set available as a DocumentSet_<SetName> repeating block in document templates.

3. Attach the document set to a project type​

Open Project Creation Setup → Project Types, pick the type, and tick the document set. If you also created linked fields in step 2, tick those fields too. Save.

See Configuring a Project Type.

4. Populate the set on a project​

When a project is created from that project type, the document set is snapshotted into the project as an empty container. To fill it:

Automatic (AI classification)​

  • At project creation, if the set has a prompt, ApprovIQ automatically runs classification over any documents uploaded before the project was created. Proposals appear as soon as the job completes.
  • Later, click Classify on the project's document-set page to re-run classification against the current set of uploaded documents. Use this after new documents arrive.

Classification replaces the current membership — any manual edits you've made are lost. If that's a problem, do your manual edits after classification, not before.

Manual​

Open the document set on the project and add documents to it directly. Manual edits always take precedence once they're saved.

A mixed approach is fine: let AI produce the first cut, then tidy up by hand.

5. Record per-document field values​

If you linked fields to the set in step 2, each document in the set now has its own row of field values you can fill in. These are what drive the per-row columns in generated documents.

You can enter values manually, or let the project's information extraction run and review its proposals.