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For AI agents: a documentation index is available at https://docs.coverbase.com/llms.txt. This page is also available in markdown by appending .md to the URL.
This guide covers the list of types Coverbase sorts documents into. For the values Coverbase reads out of each document, see the Document Insights guide. For reminders before a document lapses, see Document expiry reminders.
Configuration → Document types controls which types Coverbase can give a document, and lets you add custom types of your own. Every uploaded document gets a type, such as SOC 2 Type 2 Report or Certificate of Insurance. Coverbase detects the type when the file arrives, and you can change it by hand. The most common mistake is creating a custom type with one example and no description review. Detection learns from your examples and from the description, so a type made from one scanned file tends to miss documents or pull in the wrong ones. Give it three or more examples and read the drafted description before you save.
Only people who can edit organization settings can change this page. Everyone else can view it.

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The Document types page

Document types page with custom types first and built-in groups below

Configuration → Document types. Your own types are listed first, then every built-in group.

The page is one table: To find a type or group by name, use the search box. To narrow the table, pick a tab: All, Custom, or Turned off.

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Turning a type off

Every type is on until you turn it off, except the types in the Fintech Partner Banking group. Those start off unless your organization already uses them, and turning one on turns on only that type. Turn off the types your organization never collects, so detection has fewer wrong answers to choose from and pickers stay short. To turn off one type, click its switch. To turn off several, select their rows and click Turn off in the bar at the bottom of the page.
Two custom types selected with the bulk action bar showing Turn off, Turn on and Delete custom

Select rows to turn types off, turn them back on, or delete custom types in one step.

Before anything changes, Coverbase lists the types and how many documents each one has.
Turn off confirmation listing one type and its three documents

The confirmation says how many documents already carry the type. They keep it.

When a type is off:
  • New uploads are never detected as that type.
  • It leaves the type pickers and the document filters.
  • Documents that already have the type keep it and stay searchable. Coverbase reclassifies nothing.
To turn a type back on, click its switch or select it and click Turn on.
Unknown, ZIP Archive, Image and Email Correspondence cannot be turned off. Coverbase needs them to file documents it cannot otherwise place.

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Creating your own document type

Create a custom type when your vendors send something Coverbase does not have a type for, for example a Modern Slavery Statement, a Source Code Escrow Agreement or a Tabletop Exercise Report.
1

Open the drawer

Click New document type. If you searched for a name and nothing matched, you can also click Create ”…” as a new type under the empty result.
2

Name it

Use the name your team already uses. It must differ from every built-in type and from your other custom types. Under the name, Coverbase lists the closest built-in types it found.
3

Add examples

Drop in 1 to 10 real examples: PDF, Word, Excel or text. Three or more examples make detection more reliable. Pick examples that look different from each other (different vendors, years, layouts), because detection learns what they have in common.
4

Review how to recognize it

Coverbase reads your examples and drafts How to recognize it: what the document is and how it differs from the types closest to it. This text is what detection reads, so edit it until it is right. Coverbase also suggests a Group, which you can change.
5

Create and check

Click Create and check. The type is on straight away, and the detection check starts.
New Document Type drawer with a name, three examples and a drafted description

The drawer drafts the description and suggests a group from your examples.

If your examples look like a type Coverbase already has, the drawer says so. Create a new type only if it means something different for your organization.

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Writing a good description

A good description says what the document is, what is usually in it, and what it is not. The “not” sentence matters most when a built-in type is close.

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The detection check

Coverbase checks a custom type in the background after you create it and whenever you change its examples or description. A check takes 1 to 2 minutes, and the page updates on its own.
Custom type page with a Checking your examples banner

While the check runs, the page says so and the examples show as checking.

The check answers two questions:
  1. Does it recognize your examples? Coverbase classifies each example against every type, leaving that example out of what detection learned from. A pass means detection would recognize a new file like it.
  2. Does it pull in documents that belong elsewhere? Coverbase classifies up to nine of your recent documents of the closest built-in types. Any that would now be detected as your new type are look-alikes.
On the Document types page, the Detection column shows the result:
Custom type page with a green banner saying all six examples are recognized

A clean result: every example recognized, nothing pulled in.

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Reviewing look-alikes

Open the type to see each look-alike, the type it has today, and what it would become. For each one, choose:
  • Keep as …: the document is not your new type. It keeps its current type.
  • It is a …: the document really is your new type. Coverbase changes its type now.
When the check finds a miss or a look-alike, Coverbase also suggests a change to How to recognize it, highlighted in green. To accept it, click Apply and re-check. To adjust it first, click Edit.
Custom type page with one look-alike and a suggested description change

One look-alike to decide on, and a suggested sentence that would keep failover tests out.

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Testing a single file

To see which type a file would get, drop it into Try a file at the bottom of a custom type’s page. Coverbase detects its type exactly as it would for an upload and shows the result. Coverbase does not save the file.
Try a file section showing a file detected as Tabletop Exercise Report

Try a file shows which type a file would get, without saving it.

Test the edge cases you care about: a scanned copy, a draft, or a document from a neighboring type that detection should leave alone.

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Changing or deleting a custom type

From a custom type’s page: To delete several custom types at once, select them on the Document types page and click Delete custom. Deleting a type removes it from detection, pickers and filters. Documents that already have the type keep it.

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Where custom types appear

A custom type works like a built-in type everywhere Coverbase uses document types:
Configure notifications dialog for Modern Slavery Statement, 30 days before expiration date

A reminder for a custom type counts from the document's expiration date.

Coverage matrix with a Modern Slavery Statement row filled 89 percent for Reporting year

Document Insights coverage lists a custom type by name, with the insights scoped to it.

When you turn a custom type off, insights and reminders scoped to it keep working for the documents that already have it. The Reminders tab and insight group summaries then show the type as Turned off or deleted type.

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Examples

A bank that collects beneficial ownership forms. The compliance team creates Beneficial Ownership Certification with four completed FinCEN certification forms from different vendors. The check recognizes all four and finds no look-alikes among their business registration documents. Analysts stop relabelling these forms by hand. A team that runs tabletop exercises with vendors. They create Tabletop Exercise Report from six after-action reports. The check recognizes every example but pulls in one disaster recovery failover test. They click Keep as BC/DR Test Report, apply the suggested sentence about RTO and RPO tests, and the re-check comes back clean. A software company that never collects insurance certificates. On the All tab they search “Insurance”, select those types, and click Turn off. Those types leave every picker, and detection can no longer choose them.

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Troubleshooting

Document Insights guide

The values Coverbase reads out of each document.

Document expiry reminders

Reminders before a vendor document lapses.

Admin setup

The rest of the Configuration settings.

Asking your documents a question

Find the passage in a vendor’s documents that answers a question.