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AI Driven Document Validation

August 8, 2025
Contributed by: 
P

AI Document Validation helps verify that the files your clients upload match your requests when documents are submitted through a request.

This feature streamlines the process, minimizes unnecessary communication, saves time, and enhances accuracy—especially for document-heavy workflows in accounting, legal, finance, and healthcare.

How it works

When a client uploads a file, the AI document validation feature reviews it in real time and checks if it matches the request or description. If the file looks incorrect or incomplete, the system displays a notification.

Clients can review this alert and choose to either correct the upload or continue anyway.

Key features

  • Content Mismatch Notification - Clients are notified if the uploaded file doesn’t match the request. You’ll see this when:
    • The content doesn’t align with what was asked for (e.g., wrong year, wrong form type)
    • The file appears incomplete or unrelated
  • Dismissible Alerts - Clients can choose to dismiss the alert and submit the file as-is, offering flexibility when the AI is unsure or when exceptions apply.

Who can use this feature

  • This feature is available for ShareFile Premium and ShareFile Industry Advantage plans. For more information, see Plans & Pricing
  • AI Document Validation is available in the ShareFile web application and is not currently supported on desktop or mobile apps.
  • The following file formats are supported: PDF, DOCX, XLSX, PPTX, and CSV
  • File size limit is 20 MB
  • A maximum of 10 files can be validated simultaneously

Enable or Disable AI Document Validation

To access the feature:

  1. From your ShareFile navigation menu, select Settings > Admin Settings > Advanced Preferences.
  2. Select AI Settings.
  3. Switch Document Validation to ON or OFF.
  4. Click Save. Once enabled, all uploads through document request lists will go through AI validation.

Note:

This feature is ON by default.

Frequently Asked Questions

  • What happens if a file doesn’t match the request?
    • The client sees a content mismatch alert. The file can still be submitted, but you may want to follow up if it looks incorrect.
  • Can I turn off the AI suggestions?
    • Yes. Admins can disable Document Validation in the account settings. Users can also dismiss alerts on a per-file basis.
  • Why don’t I see this feature?
    • Make sure:
      • You’re using the web platform
      • Your account is on a supported plan (Premium, Industry Advantage)
  • Does this delay uploads?
    • No. The validation happens instantly and won’t block uploads unless you choose to act on the warning.
  • Is this secure?
    • Yes. Document analysis happens inside ShareFile’s secure environment. Files aren’t sent to external services.
  • Can users dismiss the notification module?
    • Yes, users can dismiss the notification module and submit files even when the module is deemed invalid.

Example use case

You request a “W-2 for 2024” in a document list. The client uploads a 2023 return by mistake. The AI flags the mismatch, and the client corrects it right away - no need for follow-up emails.

AI Driven Document Validation
August 8, 2025
Contributed by: 
P
August 8, 2025
Contributed by: 
P

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