Documents

How Spyral classifies documents

What Spyral works out about a document by itself, how confident it is, and what to do when it gets it wrong.

When a document finishes processing, Spyral has read it and worked out what it is. You do not classify anything by hand.

What Spyral works out

The document type. A Luxembourg specific type such as RCS Extract, Articles of Association, Shareholder Approval, Annual Accounts, VAT Return or Domiciliation Agreement. It appears as a coloured chip on the row in the library.
The company it concerns, shown as a chip with the company name. A document can be linked to more than one company. Companies that do not exist yet are created from what the document says.
The document date. This is the date the document was issued, not the date the company was founded. For an RCS extract it is the date on the certification line at the foot, for minutes it is the meeting date, for a tax return it is the filing or assessment date, and for a contract it is the signing date.
Labels, a few short keywords used by some of the filters in the library.

The types Spyral knows

Document types are grouped into families, and the chip is coloured by family:

Corporate and registry. RCS extracts and filing receipts, articles of association, RBE extracts, notarial deeds, RESA publications.
Governance approvals. Shareholder and board approvals, EGM minutes, written and circular resolutions, convening notices, attendance lists, proxies and powers of attorney.
Financial statements. Annual accounts in their standard, abridged and micro forms, consolidated accounts, management reports, auditor's reports, interim statements, trial balances.
Tax documents. Corporate income tax, municipal business tax and net wealth tax returns and assessments, VAT returns and registration certificates, withholding tax returns, FAIA exports, transfer pricing files, DAC6 and CRS filings, tax residence certificates.
Contracts and agreements. Domiciliation, services and management services agreements, intercompany loans, shareholders' agreements, share purchase and subscription agreements, pledges, leases, employment contracts and non disclosure agreements.
KYC and KYB. Passports and identity documents, proof of address, UBO and source of funds declarations, PEP declarations, sanctions screening, questionnaires, risk assessments and reference letters.
Correspondence. Letters from a regulator, the tax authority, a bank or an auditor, engagement letters and client letters.

Note

A document that classifies as "Other" shows no chip at all, and so do some documents uploaded before the current types existed. An empty space where the chip would be does not always mean classification failed.

Name your files well

The file name carries real weight. When the name clearly contains a document type, Spyral commits to it and does not need to guess from the contents.

Loan_Agreement_Alpha_Sarl_2025.pdf is classified correctly and quickly. scan0043.pdf has to be worked out entirely from what is inside it, which is slower and more likely to be wrong.

This is the single cheapest thing you can do to improve results, and it also makes the document findable later. See Finding a document.

How sure Spyral is

Every classification carries a confidence level, and Spyral always records its best guess. A document is never left without a type just because Spyral was unsure.

Documents it was not confident about are flagged internally for review.

Careful

Nothing on the row tells you a document was flagged. A guess Spyral was unsure about looks exactly like one it was certain of.

The Needs Review checkbox in the Filters panel also does not show you everything that was flagged. It only returns the documents Spyral was least certain about, so the list you get is shorter than the set that was actually flagged.

Treat Needs Review as "the worst cases first", not as a complete work list. If a classification matters, check the document itself.

A document can finish with nothing classified

Careful

A document can show as fully processed and still have no type, no company and no labels.

Reading the text and indexing it come first. Working out the type, the company and the labels come afterwards, and if one of those later steps does not succeed it is skipped quietly. The document still counts as finished, because the text is in and the assistant can already answer questions from it.

What you see is a bare row with no chips and no explanation.

What to do: use Rescan, the circular arrow in the row's hover actions. It runs the whole analysis again and usually fills the gaps. See Uploading documents.

When the classification is wrong

Known issue

A classification cannot currently be corrected in Spyral. There is no way to change a document's type, its company link or its labels by hand. Right clicking a row gives you your browser's own menu, not a Spyral one.

Three things you can do today:

Rescan the document. It is analysed again from scratch and may land on the right answer, particularly if the first attempt was made under load.
Rename the file so the name states the document type, then upload it again and delete the wrongly classified copy. The name strongly steers the result.
Contact us if the document matters and neither of the above works. We can correct it.

This is a known gap and not something you have done wrong.

Labels are assigned automatically

The short keyword labels on a document are produced by Spyral while it processes the file. They are reused across your firm where possible, so similar documents end up sharing labels.

Careful

Labels cannot be added, edited, renamed or removed. There is no tagging control anywhere in the library. They are read only.

Some filters in the library work on these labels rather than on the document type, which is why they sometimes offer options that look unrelated to Luxembourg document types. See Finding a document.

What classification is used for

The type chip and the company chip in the library, and the filters built on them.
Putting a document on the right company profile, so it appears under that company without you linking it.
Feeding the annual accounts and bookkeeping work, which rely on knowing which company a document belongs to.

Classification does not affect whether the assistant can answer questions about a document. That depends only on the text having been read and indexed, which happens before classification.

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