> ## Documentation Index
> Fetch the complete documentation index at: https://docs.chemcloud.com/llms.txt
> Use this file to discover all available pages before exploring further.

# AI Document Manager

> How ChemCloud AI automatically manages your supplier documents — extracting data, filing, and keeping everything up to date.

# AI Document Manager

Managing supplier documents — specifications, SDS, COAs, certificates — is one of the most time-consuming parts of procurement. Documents arrive by email, often as attachments with inconsistent naming. Someone has to open them, figure out what they are, extract the key details, and file them in the right place. Then do it again when they expire.

ChemCloud's Document Manager agent handles this for you.

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## What the Document Manager Does

The Document Manager is an AI agent that reads, classifies, and files supplier documents automatically. It works in the background so your team doesn't have to.

**When a document arrives** (via email or direct upload), the agent:

1. **Identifies the document type** — specification, SDS, COA, certificate, or other
2. **Extracts key data** — supplier name, product details, expiry dates, test parameters, certifications
3. **Matches it to the right product and supplier** — using the information it extracts and your existing data in ChemCloud
4. **Files it automatically** — against the correct approved material, replacing outdated versions where appropriate
5. **Notifies you** — confirms what it did, or asks for help if it's unsure

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## How It Saves Time

Without the Document Manager, your team is manually:

* Opening email attachments and reading PDFs
* Copying data into spreadsheets or filing systems
* Checking whether a document replaces an existing one
* Tracking which documents are missing or expired
* Chasing suppliers for overdue documents

The Document Manager does all of this automatically. Your team reviews what the AI has done rather than doing the work themselves.

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## Proactive Document Management

The Document Manager doesn't just process incoming documents — it proactively keeps your document library healthy:

* **Expiry alerts** — notifies you when documents are approaching their expiry date, so you can request updated versions before they lapse
* **Missing document detection** — flags approved materials that are missing required documents (based on your product-level document requirements)
* **Compliance monitoring** — keeps track of which products have complete, up-to-date documentation and which have gaps

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## How to Use It

There are two ways to get documents to the agent:

### Forward by email

Forward supplier emails (with document attachments) to your ChemCloud AI email address. Find your address in **ChemCloud AI → Email Inbox**. The agent will process the attachments and file them automatically.

This works well for:

* Supplier emails with specs, SDS, or certificates attached
* Bulk document emails from suppliers
* COAs received with shipment notifications

### Upload directly

Upload documents directly in ChemCloud against a product, approved material, or delivery. The agent will still extract data and classify the document — you just skip the email step.

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## Configure Your Settings

You control how the Document Manager behaves. Go to **ChemCloud AI → Agent Settings → Document Manager** to configure:

* Which document types the agent should process
* Whether it should auto-file documents or wait for your confirmation
* What notifications you want for new, expiring, or missing documents
* How it handles documents it can't confidently match

For more on all ChemCloud AI agents, see [AI Agents](/for-buyers/overview/agents).