Paperless-ngx workflows: Automatically assign and forward documents

Workflows in Paperless-ngx are rules of trigger and action: When a document is scanned, added, changed or a point in time is reached, Paperless-ngx automatically executes actions – set keywords and rights, send an e-mail, call up a webhook or move a document to the trash. In this way, filing and simple notifications can be automated without additional software.

Many use Paperless-ngx only as an archive with search. With workflows, it becomes an inbox that partly sorts itself. This article shows how this works and where the limits lie.

Trigger: When a workflow starts

• Reading started: as soon as a document is processed – ideal for setting metadata early.
• Document added: after importing, when OCR and assignment are finished.
• Document updated: when someone changes metadata, such as setting a keyword.
• Scheduled: at a time relative to a date, about 30 days before a contract ends in a separate field.

Each trigger can be filtered: by source (scanner folder, e-mail, upload), file name or path, existing keywords, document type or correspondent.

Actions: What a workflow can do

• Assign: Title, keywords, document type, correspondent, filing path, custom fields, owner and set rights.
• Remove: Remove keywords or rights.
• Send e-mail: for example, to the accounting department when an invoice has been received.
• Webhook: Notify another system, such as a workflow in n8n.
• Trash, remove password for protected PDFs, as well as actions for external text recognition and AI suggestions.

Three examples from everyday office life

Receipt of invoices

Example: Everything that comes in via the mailbox rechnung@ receives the document type "invoice", the keyword "unchecked" and read rights for the accounting group. The accounting department receives an e-mail with a link. After the check, it removes the keyword – done.

Contract deadlines

Example: Contracts have their own field "Notice period until". A scheduled workflow sends a reminder to management 60 days in advance. No more Excel list that no one maintains.

Personnel documents

Example: Documents from the scanner folder "Human Resources" are automatically assigned the owner "Human Resources Department" and no rights for other groups. This way, salary documents never accidentally end up in the general inventory.

Workflows, matching learning, and AI – what is what?

How language models help Paperless-ngx with tagging is explained in the article Paperless-ngx and AI.

When n8n is the better choice

Paperless-ngx workflows work within Paperless-ngx. As soon as other systems are involved – accounting software, CRM, ticketing system – or a process needs conditions over several steps, an automation tool like n8n is stronger. The bridge is the webhook: Paperless-ngx reports a new document, n8n takes care of the rest.

We set up Paperless-ngx with suitable workflows and, if necessary, connect it to your other systems via n8n, as part of our process automation.

Frequently Asked Questions

What are workflows in Paperless-ngx?

Rules of trigger and action that Paperless-ngx automatically executes – such as setting keywords and rights or sending an email when a document is added.

Can Paperless-ngx remind you of deadlines?

Yes, with scheduled workflows: You trigger relative to a date, such as a separate "End of contract" field, and then you can send an email.

Can Paperless-ngx share documents with other programs?

A workflow can notify other systems via the webhook action. For more complex transfers, an automation tool such as n8n is suitable.

Do I need programming skills for workflows?

No. Workflows are created in the web interface with selection fields. Technical knowledge is helpful for webhooks in other systems.

Would you like to automate your receipt of documents? Contact us via the contact page.