Create workspaces: Standard, Business, Compliance

Let’s get started. In the Workspaces overview, I click Create New Workspace. A Workspace is like a dedicated filing cabinet, for example for a company, a project, or a client. I name it Northstar Industrial and choose the type: Company. The processing language is set to English. The AI will use this language later for summaries, names, and fields. For the storage location, you choose between the PaperOffice EU Datacenter and your own storage, BYOS, short for Bring Your Own Storage. Your files then live on your own server or NAS, which you set up beforehand under Connectors. Important: the storage location can’t be changed after creation. In the Workspace type tab, it’s about protection and evidence. There are three tiers. Standard is the entry level: store and find. Business is for daily work: share, protect, restore. This is our recommendation, and only Business Workspaces can be shared externally. Compliance is the highest tier, for evidence and audit readiness, for example with strict retention requirements. Compliance costs extra, doesn’t support your own storage, and can’t be shared externally. Upgrading is possible at any time; downgrading is not. In the AI-DMS tab, you define how thoroughly the AI understands your documents. Storage only, without AI, is suitable for pure archiving. You can still process the files later. Basic makes your archive searchable: text recognition, classification, and keywords. Premium is the best default setting for business documents, featuring semantic search, business fields, and relationships. Ultra extracts the maximum: tables, forms, and images are read, documents are linked together, and every document gets a security check. For our demo, I use Ultra. Under Document type, I select Automatic recognition. The AI then assigns each document to the right type, such as invoice, delivery note, or contract. Under Access protection, you can secure a Workspace further with a password, an SMS code, or the four-eyes principle. For our demo, we’ll skip this. And under Sharing, you can later share the workspace externally: by email for access in the browser, or by phone. I’ll show you that in detail in a moment. I save, check the summary, and create the Workspace.