paperless-ngx

name	paperless-ngx
description	Manage documents in Paperless-ngx document management system. Use when the user asks to "upload document", "search paperless", "find document", "add to paperless", "tag document", "manage correspondents", "organize documents", "archive document", "export document", "delete document", or mentions Paperless-ngx, document management, OCR, or paperless office.

Paperless-ngx

Purpose

This skill provides read-write access to a self-hosted Paperless-ngx instance for document management with OCR. Paperless-ngx transforms physical documents into a searchable online archive with full-text search, tagging, and metadata management.

Core capabilities:

• Upload documents with auto-OCR and metadata extraction
• Search documents by content, tags, correspondent, or date
• Manage tags, correspondents, and document types
• Update document metadata (title, tags, correspondent, dates)
• Archive and export operations
• Delete documents (with confirmation)
• Bulk operations on multiple documents

Primary use case: Maintain a searchable digital archive of all documents with powerful organization and retrieval capabilities.

Setup

Prerequisites

• Paperless-ngx instance running and accessible
• API token generated from Paperless-ngx UI
• curl and jq installed

Credential Configuration

Configure these values in plugin userConfig. The hook writes ${XDG_CONFIG_HOME:-~/.config}/lab-paperless/config.env with mode 600. ~/.lab/.env remains a fallback during migration:

# Paperless-ngx - Document management system
PAPERLESS_URL="https://paperless.example.com"
PAPERLESS_API_TOKEN="<your_api_token>"

PAPERLESS_API_KEY and PAPERLESS_TOKEN are accepted as local aliases when PAPERLESS_API_TOKEN is unset.

To generate an API token:

1. Log into your Paperless-ngx instance
2. Go to Settings → My Profile
3. Click "Create Token" under "API Tokens"
4. Copy the generated token
5. Add the token to plugin userConfig, or to .env as a local fallback

Security:

• Generated config and .env files are local-only (never commit)
• Set permissions: chmod 600 ~/.lab/.env
• Token has same permissions as your user account

Commands

All commands return JSON output for LLM parsing. Scripts source credentials from the generated plugin config automatically.

Document Operations

Upload a document:

bash scripts/paperless-api.sh upload /path/to/document.pdf
bash scripts/paperless-api.sh upload scan.jpg --title "Receipt" --tags "expense,2024"
bash scripts/paperless-api.sh upload contract.pdf --correspondent "Acme Corp" --document-type "Contract"

Search documents:

bash scripts/paperless-api.sh search "invoice"
bash scripts/paperless-api.sh search "meeting notes" --limit 10
bash scripts/paperless-api.sh search "2024" --tags "tax"
bash scripts/paperless-api.sh search --correspondent "John Doe"

List documents:

bash scripts/paperless-api.sh list
bash scripts/paperless-api.sh list --limit 20
bash scripts/paperless-api.sh list --ordering "-created"

Get document details:

bash scripts/paperless-api.sh get <document-id>

Download/export document:

bash scripts/paperless-api.sh download <document-id>
bash scripts/paperless-api.sh download <document-id> --output /path/to/save.pdf

Update document:

bash scripts/paperless-api.sh update <document-id> --title "New Title"
bash scripts/paperless-api.sh update <document-id> --add-tags "urgent,reviewed"
bash scripts/paperless-api.sh update <document-id> --correspondent "Jane Smith"
bash scripts/paperless-api.sh update <document-id> --document-type "Invoice"
bash scripts/paperless-api.sh update <document-id> --archive-serial-number "2024-001"

Delete document:

bash scripts/paperless-api.sh delete <document-id>  # Prompts for confirmation

Tag Management

List tags:

bash scripts/tag-api.sh list
bash scripts/tag-api.sh list --ordering "name"

Create tag:

bash scripts/tag-api.sh create "project-alpha"
bash scripts/tag-api.sh create "urgent" --color "#ff0000"

Get tag details:

bash scripts/tag-api.sh get <tag-id>

Update tag:

bash scripts/tag-api.sh update <tag-id> --name "new-name"
bash scripts/tag-api.sh update <tag-id> --color "#00ff00"

Delete tag:

bash scripts/tag-api.sh delete <tag-id>  # Prompts for confirmation

Correspondent Management

List correspondents:

bash scripts/correspondent-api.sh list

Create correspondent:

bash scripts/correspondent-api.sh create "Acme Corporation"

Get correspondent details:

bash scripts/correspondent-api.sh get <correspondent-id>

Update correspondent:

bash scripts/correspondent-api.sh update <correspondent-id> --name "New Name"

Delete correspondent:

bash scripts/correspondent-api.sh delete <correspondent-id>  # Prompts for confirmation

Bulk Operations

Bulk tag documents:

bash scripts/bulk-api.sh add-tag <tag-id> --documents "1,2,3"
bash scripts/bulk-api.sh remove-tag <tag-id> --documents "1,2,3"

Bulk set correspondent:

bash scripts/bulk-api.sh set-correspondent <correspondent-id> --documents "1,2,3"

Bulk set document type:

bash scripts/bulk-api.sh set-document-type <type-id> --documents "1,2,3"

Bulk delete documents:

bash scripts/bulk-api.sh delete --documents "1,2,3"  # Prompts for confirmation

Workflow

When the user asks about Paperless-ngx:

1. "Upload this document to Paperless"

   • Save file locally if needed
   • Use upload command with appropriate metadata
   • Optionally add tags, correspondent, document type
   • Paperless will auto-OCR and extract text

2. "Find my 2024 tax documents"

   • Use search "tax" --tags "2024" or similar query
   • Present results with ID, title, date, tags
   • User can request full details with get <id>

3. "Tag all invoices from Acme Corp as paid"

   • Search for documents: search "invoice" --correspondent "Acme Corp"
   • Create or find "paid" tag
   • Use bulk operation to add tag to results

4. "Show me documents without tags"

   • Use list with filter parameter
   • Present untagged documents
   • Suggest tagging workflow

5. "Delete this old document"

   • Confirm document ID with user
   • Ask for explicit confirmation
   • Use delete <id> command

6. "Add a new supplier as correspondent"

   • Use correspondent-api.sh create "Supplier Name"
   • Return correspondent ID for future document uploads

Detailed Flow: Document Upload

User: "Upload this receipt to Paperless and tag it as expense"

1. Verify file path exists and is readable
2. Upload document with metadata:
   bash scripts/paperless-api.sh upload /path/to/receipt.pdf --tags "expense"
3. Paperless processes document (OCR, thumbnail generation)
4. Return document ID and success confirmation
5. Optionally ask if user wants to set correspondent or document type

Detailed Flow: Search and Organize

User: "Find all documents from last month that need review"

1. Calculate date range (last month)
2. Search documents by date range
3. Filter results by tag or keyword "review"
4. Present results with metadata
5. Offer to bulk-tag results or export list

Detailed Flow: Bulk Tagging

User: "Tag all invoices from Q1 as archived"

1. Search for invoices in Q1 date range
2. Extract document IDs from results
3. Find or create "archived" tag
4. Use bulk operation to add tag to all documents
5. Report number of documents tagged

Notes

API Details

• Authentication: Token authentication via Authorization: Token <token> header
• Base URL: /api/ endpoint
• API Version: Version 5 (specify via Accept header)
• Rate limits: No documented limits (self-hosted)
• Pagination: Uses page and page_size parameters

Document Processing

Paperless-ngx automatically processes uploaded documents:

• OCR extraction (if not already text-based PDF)
• Thumbnail generation
• Metadata extraction (date, correspondent guessing)
• Full-text indexing for search

Search Syntax

Search supports multiple query types:

• Full-text: search "meeting notes"
• Tag filter: search --tags "work,urgent"
• Correspondent: search --correspondent "John Doe"
• Date range: search --created-after "2024-01-01"
• Document type: search --document-type "Invoice"

Tags vs Correspondents

• Tags: General-purpose labels (e.g., "urgent", "personal", "2024")
• Correspondents: People or organizations (e.g., "Acme Corp", "John Smith")
• Document Types: Categories of documents (e.g., "Invoice", "Contract", "Receipt")

All three provide different organizational axes for your documents.

Destructive Operations

Delete operations require confirmation:

• Delete document: Permanently removes document and files
• Delete tag: Removes tag from all documents (documents remain)
• Delete correspondent: Removes from all documents (documents remain)

Always confirm with user before executing delete operations.

Best Practices

1. Tag consistently: Use lowercase, hyphens for multi-word (e.g., "project-alpha")
2. Set correspondents: Makes searching by sender/recipient easier
3. Use document types: Categories help with organization and workflows
4. Archive serial numbers: Track original paper document storage
5. Search before upload: Avoid duplicates

Common Errors

401 Unauthorized:

• Check API token in .env
• Token may have expired (regenerate in Paperless UI)
• Verify user permissions

404 Not Found:

• Verify document/tag/correspondent ID exists
• Check PAPERLESS_URL is correct

400 Bad Request:

• Invalid metadata (e.g., non-existent tag ID)
• Malformed file upload
• Check script output for specific error message

Connection refused:

• Paperless-ngx instance not running
• Verify URL in .env

Reference

• Official Docs: https://docs.paperless-ngx.com/
• API Reference: See references/api-endpoints.md for complete API documentation
• Quick Reference: See references/quick-reference.md for command examples
• Troubleshooting: See references/troubleshooting.md for common issues
• Scripts: skills/paperless-ngx/scripts/

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