How to archive documents with automatic numbering in OPS
A well-run association needs to be able to find any document — a contract, an insurance certificate, a grant letter — years after it was filed. OPS gives every finalised document a unique archive number (such as ORG-2026-0042) so you can retrieve it at any time. You can upload documents one by one or in batches of up to one hundred files. The AI analyses each file, suggests a document type and extracts the date and correspondent so you can confirm rather than type everything from scratch. This guide walks you through the full process from uploading a file to printing a QR label for the physical copy.
Before you start
- A Full plan subscription (documents module required)
- Documents write permission on your OPS account
- The file or files you want to archive (PDF recommended)
Steps
Open the Documents module
Click "Documents" in the left sidebar. The module opens on the "Inbox" — the queue of documents waiting to be confirmed and finalised.
Upload a file or start a bulk import
To upload a single document, click "New" in the sidebar and drop or select your file. To import several files at once, click "Bulk import" and drop up to one hundred files onto the upload zone.
Wait for the AI analysis
After the upload, OPS runs an AI analysis on each file. You will see "AI analysis in progress…" next to the document row. The AI extracts the document type, date, correspondent (sender or recipient) and a short summary.
Review the extracted information
Open a document from the "Inbox" to see the AI analysis panel. Check the document type, date, correspondent and direction (incoming or outgoing). Edit any field that was not read correctly. You can also link the document to a member, instrument or contract in the system.
Confirm and finalise
When the information looks correct, click "Confirm and finalise". OPS assigns a unique archive number to the document, moves it out of the Inbox and stores it permanently in the archive. The archive number cannot be changed after this step.
Print a QR label for the physical copy (optional)
If you need to label the paper original, open the document and click "Label". OPS generates a printable label (default size 62 by 29 mm, compatible with Brother QL label printers) with the archive number and a QR code. Scanning the code opens the digital document directly.
Tips
- Use "Bulk import" for the initial upload of an existing paper archive — dropping a hundred scanned PDFs at once saves time, and the AI can classify most of them without manual input.
- The AI analysis is not required before finalising — if you prefer to skip it, you can fill the fields manually and click "Finalise" directly on the document.
- For recurring document types such as insurance certificates or bank statements, create a template in the "Templates" tab so the type and correspondent are pre-filled automatically on future imports.
Frequently asked questions
What is an archive number and why does it matter?
The archive number (for example ORG-2026-0042) is a unique, sequential identifier assigned when you finalise a document. It never changes, so you can cite it in correspondence, write it on the physical folder and always find the digital copy by searching for it.
Can I edit a document after I finalise it?
You can still edit the metadata (title, type, date, notes) after finalising. The archive number and the stored file itself cannot be changed — if you need to replace the file, upload a new document and link it to the original.
Does OPS support electronic signatures?
OPS tracks signature status: you can mark a document as signed and attach the signed copy. The platform does not provide an electronic signing service — if you need a signature, collect it outside OPS and then attach the signed PDF.
How many files can I import at once?
You can drop up to one hundred files in a single bulk import. For larger volumes, run multiple imports in sequence.
Can I access documents from the mobile app?
Documents stored in the archive are accessible from OPS Mobile. The QR label scanner in the mobile app can also open a document directly by scanning its label.