document-filing

name	document-filing
description	Paperless-ngx document filing skill with tagging taxonomy, retention policies, and batch filing workflows. Use when ingesting, tagging, searching, or managing documents in Paperless-ngx.

Document Filing

Tool Mapping

Task	Tool	Notes
Search documents	search_documents	Full-text search across all documents
Get document details	get_document	Metadata, tags, correspondent, dates
Upload document	post_document	Ingest new document with initial metadata
Bulk operations	bulk_edit_documents	Add/remove tags, set correspondent/type
List/manage tags	list_tags, create_tag	Taxonomy management
List/manage correspondents	list_correspondents, create_correspondent	Organization management
List/manage types	list_document_types, create_document_type	Classification

Fast Path For Email Attachments

When an email explicitly asks you to ingest, file, or tag attached documents, treat that as approval to file them immediately.

Use this workflow:

1. Read the email and inspect the attachments.
2. Resolve only the metadata you need with list_tags, list_document_types, and list_correspondents.
3. Use search_documents only to avoid an obvious duplicate or to reuse an existing naming pattern for the same entity or document family.
4. Upload each attachment with post_document.
5. Reply with what was filed, which metadata was applied, and any follow-up needed.

Avoid local config or environment discovery, MCP resource discovery, and broad archive searches unless the upload or classification is genuinely blocked.

Title Conventions

Document Type	Title Format	Example
Monthly bills	YYYY-MM [Service] Bill - [Provider]	2026-02 Electricity Bill - PG&E
Bank statements	YYYY-MM [Account Type] Statement - [Bank]	2026-02 Checking Statement - Chase
Tax forms	TY YYYY [Form Name]	TY 2025 W-2 - Employer Name
Insurance	[Type] Policy - [Provider] - [Policy#]	Auto Policy - GEICO - 12345
Medical	YYYY-MM-DD [Type] - [Provider]	2026-02-15 Lab Results - Quest
Contracts	[Type] Agreement - [Party] - YYYY	Lease Agreement - Property Mgmt - 2026
Identity docs	[Doc Type] - [Person]	Passport - Principal
Receipts	YYYY-MM-DD Receipt - [Vendor] - [Amount]	2026-02-20 Receipt - Amazon - $45

Tagging Taxonomy

Primary Category (exactly one per document)

Tag	Use For
financial	Bank statements, investment statements, tax documents, pay slips
medical	Prescriptions, lab reports, discharge summaries, vaccination records
legal	Contracts, agreements, court documents, notarized documents
education	Certificates, transcripts, school communications
home	Property documents, utility bills, maintenance records, warranties
vehicle	Registration, insurance, service records
insurance	All insurance policies and claims
identity	Passports, SSN cards, driver's license
employment	Offer letters, W-2s, pay stubs
receipts	Purchase receipts, invoices

Secondary Tags (apply as many as relevant)

Tag	Use For
tax-relevant	Any document needed for tax filing
active-policy	Insurance policies currently in force
expired	Past validity
needs-renewal	Approaching expiry (flag 30-60 days before)
warranty-active	Products still under warranty
recurring	Bills/statements that arrive regularly

Batch Filing Workflow

1. List recent untagged documents
2. For each document: set title (conventions above), primary category tag, secondary tags, correspondent, document type, date
3. Confirm filing with the user before bulk applying

For inbound email attachments that explicitly ask you to ingest or tag the attached documents, no extra confirmation is required before filing.

Retention Policies

Document Type	Keep For
Tax returns + supporting	7 years from filing
Bank/investment statements	7 years
Medical records	Indefinite
Property documents	Indefinite
Identity documents	Until replaced
Utility bills	1 year (unless tax-relevant)
General receipts	1 year or warranty period
Warranties	Duration of warranty

Quarterly Review

1. Filter by needs-renewal — check approaching expirations
2. Filter by expired — verify retention period, archive or delete
3. Check utility bills > 1 year without tax-relevant — safe to delete