Introducing Paperless-ngx: 6 Steps to Filing

The best way to implement Paperless-ngx is in six steps: define the filing structure, set up the server and data backup, connect input channels such as scanners and mailboxes, assign users and rights, start with a pilot area and only then take over the old inventory. The technology is installed in one day – success depends on the structure and the fact that the team uses the new repository in everyday life.

Many digital filing systems fail not because of the software, but because no one knows where something belongs. This guide shows how to avoid this with Paperless-ngx.

Step 1: Define the filing structure

Paperless-ngx does not organize documents in folders, but via metadata: correspondent (who sends it?), document type (what is it?), keywords (what is it about?) and storage path (where is the file?). Specify in advance:

10–20 document types (invoice, offer, contract, delivery note, notice, etc.)
a manageable list of keywords – better 30 meaningful ones than 300 random ones
which custom fields you need, e.g. invoice amount or end of contract

Step 2: Servers and data backup

Paperless-ngx runs as a container on a server in your network or at a hoster in Germany. From the very beginning, HTTPS, strong passwords, a regular backup outside the server and a tested recovery path are important. Filing without a verified backup is riskier than paper in the cupboard.

Step 3: Connect input channels

Scanners: Many network scanners place PDFs directly into a network folder that Paperless-ngx monitors (Consume folder).
Email: Paperless-ngx retrieves attachments from designated mailboxes, including Gmail and Outlook via OAuth2.
Upload: via browser or drag-and-drop for individual cases.
Interface: other systems or workflows from n8n can transfer documents via API.

Step 4: Users and rights

Each document has an owner and can be shared with users or groups for reading or editing. Create groups by task – such as accounting, human resources, management – and assign rights via groups instead of individually. Personnel documents belong in an area that only authorized persons can see. Since version 2.7, Paperless-ngx logs changes in the course of a document by default.

Step 5: Pilot with one area

Start with an area that generates paper every day, usually the incoming invoice. Two to four weeks are enough to teach the automatic assignment: Paperless-ngx learns from your corrections and then suggests the correspondent, type and keywords itself. Only when this works reliably will other areas be added.

Step 6: Adopt old stock – or deliberately not

Not every folder in the basement needs to be digitized. It makes sense to use the old stock that you access regularly, such as current contracts. For the rest, check retention periods and make targeted decisions. Tips on scanning can be found in the article Digitizing documents.

Typical mistakes during implementation

too many keywords that overlap
no responsible person to maintain the structure
Backup never tested
Start all areas at the same time
Team not instructed – then everything ends up in the paper pile again

Launch with support

We set up Paperless-ngx, design the filing structure with you, connect scanners and mailboxes and train the team. If desired, we can then make the holdings AI document search. searchable by asking questions via the

Counselling and accompanied implementation is eligible for funding: Through INQA coaching, the federal government covers 80% of the consulting costs of up to €1,200 per day for up to 12 days, i.e. up to €11,520 subsidy. In Mecklenburg-Western Pomerania and the other new federal states, BAFA consulting funding is also eligible at 80% until 31.12.2026 (50% in the old federal states). Funding is provided for consulting, not software. The funding check shows which program fits.

Frequently Asked Questions

How long does it take to implement Paperless-ngx?

The technical setup is done in one to two days. With the filing structure, pilot phase and training, you should plan four to eight weeks until the filing runs safely in everyday life.

Which scanner do I need for Paperless-ngx?

Any scanner that can store PDFs in a network folder or by e-mail is suitable. For larger quantities, a document scanner with a feeder and duplex is worthwhile.

Can Paperless-ngx assign documents automatically?

Yes. A learning method suggests correspondent, document type, keywords and filing path based on your previous assignments. The more corrected examples, the better.