> For the complete documentation index, see [llms.txt](https://docs.filed.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.filed.com/reference/products/binder/organizing-documents.md). # Organizing documents ## How Filed AI classifies your documents When files are uploaded for a client, Filed AI processes each file and detects the individual forms and items it contains. Each detected item becomes a separate subdocument in the Binder, assigned a type (for example, W-2, 1099-INT, or 1099-R), an issuer, and a tax year. The Binder displays these classified subdocuments rather than the original uploaded files. A single uploaded PDF may produce several subdocuments if it contains multiple distinct forms. This means the document count in the Binder will typically be higher than the number of files uploaded. ## The Docs tab layout The left panel in the Docs tab shows a scrollable document tree. Subdocuments are grouped into named categories displayed as collapsible sections. Two broader buckets sit above the category list: Source documents (containing the current year client documents) and Prior year (containing any prior year documents that were uploaded). At the top of the document tree, two rows provide access to the missing-documents checklist and the Filed AI observations panel. Below those, the category list begins. Clicking a subdocument opens it in the center viewer. The annotation toolbar appears above the viewer when a document is open. The right panel shows the Notes & flags feed, chat, or shortcuts depending on which tab is selected. For 1040 returns, the default category order is: General, Income, Adjustments / Deductions, Retirement and Penalty Forms, Taxes / Credits, Payments, Other Forms / Filings, Next Year. Two system categories, Output and "Excluded / Not Taxable", are always pinned at the end of the list and cannot be deleted or moved. Other return types have their own default category sets. ## Reordering documents and categories Documents can be dragged to a new position within their current category or moved to a different category in a single gesture. Categories themselves can be reordered the same way using the drag handle to the left of the category name. **Walkthrough: reorder documents and categories** 1. In the Docs tree, grab a subdocument by its six-dot drag handle and drag it to a new position within its category, or onto a different category to move it there. Release to drop. 2. To reorder categories, drag a category by the handle to the left of its name to a new position. The new order is saved automatically and persists when you refresh the Binder. ## Managing categories The three-dot menu on each category provides rename and delete actions. A new category can be added from the overflow menu near the download button at the top of the Docs panel. Deleting a category removes it from the Binder order for this client's binder. The Output and "Excluded / Not Taxable" categories are system-managed and do not have the same management options as regular categories. **Walkthrough: manage categories** 1. Hover a category in the Docs tree and open its **three-dot menu** to **Rename** or **Delete** it. Deleting a category removes it from this binder's order (its document types are not reassigned automatically). 2. Add a new category from the overflow menu near the top of the Docs panel, then name it. 3. The **Output** and **Excluded / Not Taxable** categories are system-managed: they stay pinned at the end of the list and cannot be renamed, moved, or deleted. (The same category controls, with screenshots, are shown for workspace defaults in [Binder settings](/reference/workspace-and-settings/binder-settings.md).) ## The missing-documents checklist The missing-documents checklist lists document types that Filed AI expects for this return based on the prior year but that have not yet appeared in the Binder. The checklist row at the top of the document tree shows an amber count badge when items are open and a green checkmark when all are resolved. Clicking the row opens the missing-documents panel in the center. Each item shows the expected form type, the issuer where applicable, and an AI-generated explanation of why the document is expected. Items can be uploaded directly from the panel, or dismissed individually if they are not applicable to this year's return. Dismissed items can be restored. Each missing-document item also supports a comment thread, so the team can discuss a specific missing item directly within the checklist rather than in a separate channel. **Walkthrough: work the missing-documents checklist** 1. Click the **Missing documents** row at the top of the document tree to open the checklist in the center. Each item shows the expected form type, the source/issuer tag, and an AI-generated explanation of why the document is expected, along with **Upload**, **Dismiss**, and **Comment** actions. ![The missing-documents panel listing expected documents with AI reasons](https://storage.googleapis.com/filed-prod-public-assets/walkthroughs/binder-missing-documents/image1.webp) 2. Use **Upload** to add the document directly from the panel, or **Dismiss** an item that does not apply to this year's return. A dismissed item appears struck through with a **Restore** button, and the open count decreases. ![A dismissed missing-document item shown struck through with a Restore button](https://storage.googleapis.com/filed-prod-public-assets/walkthroughs/binder-missing-documents/image2.webp) ## Renaming source documents Source documents cannot be renamed inside the Binder. A document keeps the file name it had when it was uploaded. Name files descriptively **before** uploading them, especially when several documents come from the same issuer. Including an account number or a date makes them distinguishable in the document tree, for example `Brokerage_Statement_Account1234_Jan2024.pdf`. In-Binder renaming has been requested and is not currently available. If it would matter to your firm, tell the Filed team so the request is recorded. ## Workspace-level binder defaults Workspace admins can configure the default category and document-type order per return type (1040, 1065, 1120, 1120S, 1041, and 990) in Settings under the Binder section. From there, categories can be renamed, reordered, deleted, or added, and document types within each category can be managed. Changes can be reset to Filed defaults at any time. An important constraint: workspace defaults apply only to new Binders created after the change is saved. Existing Binders for current clients keep their current category order and are not affected. To apply a new default structure to an existing Binder, the category order in that Binder must be updated manually. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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