Working with requests from Plataforma de Recepción Inteligente

What it does

This page covers the frequent tasks of the operator working with Plataforma de Recepción Inteligente: reviewing the daily inbox, interpreting the AI classification, and resolving requests that did not close on their own.

Before you start

• Role: operator with access to the Recepción Inteligente module.
• Your organization has at least one open documentation cycle created by the administrator.
• Estimated time: 5–10 min per daily session.

Review the daily inbox

Every incoming document appears in the inbox with its proposed classification and status. The daily review starts here.

1. Open Recepción Inteligente → Received documents.
2. By default you will see documents from the last active cycle. If you manage several, use the Cycle filter to narrow down.
3. Filter by Status: Pending review to see only those the system could not validate on its own.
4. For each row, read the Proposed type column and the Confidence column (between 0 and 1).

Documents with status Validated are already closed: the AI agent classified them with confidence above the threshold. Pending review documents are those that require your confirmation or correction.

Validate or correct a classification

Opening a pending document takes you to the review form, where you confirm the proposed type, correct it, or reject the document.

1. Click on a row with status Pending review.
2. Check the attachment with the View document button.
3. Read the AI reasoning block: the agent explains in one sentence why it proposes that type and which fields it detected.
4. If the type is correct, click Validate. The document moves to Validated and is linked to the request.
5. If the type is incorrect but the document is legitimate, change the Type field to the correct value and click Validate.
6. If the document arrived by mistake, click Reject and write a brief sentence in Reason. The recipient will receive an email with the reason and the upload link to try again.

About AI confidence

Confidence is the estimated probability the AI agent assigns to its own classification. Below the cycle threshold (default 0.7), the document is placed on hold. A high confidence does not guarantee the classification is correct: always review pending cases and, when the cycle closes, a sample of the automatically validated ones.

View the progress of a cycle

The cycle shows you how many requests are complete and how many remain open. This is the view you go to when asked “are we on track?”.

1. Open Recepción Inteligente → Cycles and select the active cycle.
2. The header shows Progress: percentage of complete requests out of the total.
3. The Requests block lists each recipient with their status: No documents, Partial, or Complete.
4. Click on a request to see the detail: which types are missing, which documents arrived, and the last activity (last submission, last reminder).

Send a manual reminder

When a request has had no movement for days and you prefer to notify the recipient before the automatic reminder, you send one manually and choose the tone.

1. Open the request from the cycle list.
2. Click the Send reminder button.
3. In the pop-up window, choose the Level:
   • Level 1 (friendly): cordial tone, recalls the deadline without pressure.
   • Level 2 (assertive): direct tone, explicitly flags the delay.
   • Level 3 (urgent): firm tone, mentions consequences of the delay if any.
4. Click Send. The system drafts the email with the style configured for the cycle and sends it with the updated upload link.
5. The conversation log records the send with your name as sender. Cron daily reminders are in contrast marked as sent “automatically by the system”.

Close a cycle

When the deadline ends, it is good practice to close the cycle: it puts the cycle into read-only status and releases the upload links.

1. Open the cycle from Recepción Inteligente → Cycles.
2. Check that the percentage of complete requests is as expected. If there are partial requests, decide with the administrator whether to wait or close.
3. Click the Close cycle button in the header.
4. The cycle moves to status Closed, upload links expire, and the validated documents become available as attachments on the associated project.

Troubleshooting common issues

• The document appears as pending with confidence 0.40 and the reasoning says “inconclusive type”. The PDF has little extractable text (for example, it is a scan without OCR). Validate manually or reject with reason “illegible document, please resubmit scanned with OCR”.
• The upload portal says “cycle not operational” but the cycle is open. Check the cycle start date: if it has not arrived yet, the portal blocks uploads until then. Notify the administrator if it is a configuration error.
• I am not receiving the automatic reminder email. Check that the Recipient email field is filled in and valid. Requests without an email are skipped by the cron and logged; ask the administrator to review the daily log.

Next steps

• Configure Plataforma de Recepción Inteligente if you are setting up cycles, expected types, or reminder policies.
• Plataforma de Recepción Inteligente: what it is and what it does if you want to understand how the module fits within Futuh.
• Glossary for the canonical terms that appear here.