Correcting where a document was filed

What this is

Every document that flows into Verinode, an invoice forwarded from a vendor, a carrier notice, a job export, gets read and filed automatically: which vendor sent it, which carrier or TPA it came from, which job it belongs to. Most of the time that filing is right. Sometimes it is not, because the name on the document was a variant Verinode had not seen before, or because the document referenced a carrier or a job it could not confidently match to one already in your records.

When that happens, Verinode does not guess silently. It files the document under a placeholder (a newly created vendor entry, or a document simply left unmatched to any carrier or job) and flags it for you to confirm. This article covers that confirmation step: reassigning a document to the vendor, carrier, or job it actually belongs to, or telling Verinode the placeholder was right all along.

Verinode never decides this for you. It reads what came in, makes its best match, and shows its work. You confirm or correct it.

Where to find it

Open Vault from My Data in the sidebar, at iq.verinode.ai/data. On the Vault home page, the Uploads tile in the top row shows your total document count. Whenever documents are waiting on a correction, its sub-label reads "N Need Review" instead of the usual pending or captured count. Click the tile (or any of the other entry points into it) to open the Uploads tab, the full document table.

Any row that needs a correction carries a small amber pill next to its source name:

• Assign vendor, for a document Verinode filed under a newly created vendor placeholder.
• Assign carrier, for a document it recognized as coming from a carrier or TPA but couldn't match to one on file.
• Assign job, for a document it recognized as job-related but couldn't match to one of your existing jobs.

Click the pill to open the correction panel directly under that row.

Opening a correction

1. 1In the Uploads table, find a row with an amber Assign vendor, Assign carrier, or Assign job pill next to its source name.
2. 2Click the pill. A panel opens directly beneath the row, on an amber background so it stands out from the rest of the table.
3. 3At the top of the panel, "Document says:" (for a vendor or carrier correction) or "Document references:" (for a job correction) shows the raw text Verinode read off the document, the vendor name as it appeared on the invoice, or the source label Verinode already assigned. This is your reference point for what you're correcting.
4. 4Below that, a label reads "Assign to the correct vendor", "Assign to the correct carrier", or "Assign to the correct job", followed by a search box.
5. 5Type into the search box. Results appear automatically after a brief pause, grouped by where they come from (see below).
6. 6Click a result to select it. The row highlights in copper, and an "Assign to [name]" button appears at the bottom of the panel.
7. 7Click Assign to [name] to confirm the move.

Click Cancel in the top-right corner of the panel at any point to close it without changing anything.

What the search returns

The search box's placeholder text and results change with what you're correcting:

Vendor (placeholder: "Search vendors…"). Results are grouped in two lists:

• Your vendors, vendors already confirmed in your own records. A vendor still waiting on its own review never appears here, so you can't accidentally point one unresolved placeholder at another.
• Verinode catalog, matches from Verinode's independent vendor reference catalog, shown with the catalog category beside each name (for example, its equipment or service category).

Carrier (placeholder: "Search carriers…"). Also two lists:

• Your carriers, carriers and TPAs already on your record, shown with their relationship type beside the name.
• Carrier directory, matches from Verinode's carrier reference directory.

Job (placeholder: "Search by claim number or category…"). One list, Your jobs, since jobs are yours alone, there's no external catalog to match against. Each result shows the job's claim number (in a fixed-width font) next to its category, or just the category if no claim number is on file.

If nothing matches what you typed, the panel reads:

No matches for "[what you typed]"

Nothing appears in the results area until you start typing. While a search is running, the panel shows "Searching…".

Assigning the document

What happens after you click Assign to [name] depends on what you're correcting.

Vendor. This is the most thorough of the three, because a vendor placeholder can have multiple documents piled up under it:

• Every document currently filed under the placeholder vendor moves to the vendor you picked, not just the one row you opened the panel from.
• Any signals Verinode had already generated from those documents move with them, so nothing gets orphaned.
• If you picked a vendor from the Verinode catalog and you don't already have a vendor by that name in your own records, Verinode creates one for you.
• Verinode remembers the exact name that was on the original document and links it to the vendor you picked, so the next document that arrives with that same name matches automatically and never needs this correction again.
• The placeholder vendor entry is deleted once every document pointing to it has moved.
• If the vendor you assigned to came from the catalog and its most recent invoice or renewal has a dollar total, Verinode also refreshes the cost shown on that vendor's relationship card, so the vendor's page reflects the real number right away rather than waiting for the next document.

Carrier. Simpler: this corrects the one document you opened the panel from. If you picked a carrier from the directory that isn't in your own records yet, Verinode adds it. The document's carrier is set, and the correction is logged so Verinode's matching improves over time, though it does not create an automatic name-matching rule the way a vendor correction does.

Job. Simplest of the three: this sets the job on the one document you opened the panel from. There's no catalog step, since a job only exists if it's already in your records.

A brief green confirmation, "Assigned to [name].", replaces the panel, and the page refreshes a moment later so the corrected document settles into its new bucket: its Source column now links to the right vendor, client, or job page, and it's counted under that bucket instead of sitting unmatched.

Keep as new vendor

Sometimes the placeholder Verinode created is actually correct, the vendor genuinely wasn't in your records or the catalog under any name you'd recognize. For a vendor correction, the panel also shows a "Keep as new vendor" button alongside the search box, visible as soon as the panel opens, with or without a search in progress.

Click it and Verinode confirms the vendor as-is: the placeholder is no longer flagged for review, it simply becomes a normal vendor in your records, and no documents move. The confirmation reads:

"[vendor name]" confirmed as a new vendor.

Empty states

• No documents flowing in yet. If your Uploads tab has no documents at all, it shows an ambient empty state built from your account's current priorities rather than a blank table, no correction panels can appear until documents exist.
• No search results. Typing a name, claim number, or category with no match shows "No matches for '[query]'" beneath the search box.
• Nothing typed yet. The results area stays empty until you type at least one character.

Related reading

• Forwarding documents, how documents reach Verinode in the first place.
• Connecting your data, the other ways your records flow in.
• Clients and carriers, where a corrected carrier document ends up.
• The Feed, where signals generated from a document surface once it's filed correctly.

Data sources