Document types and fields
Document types tell Assure Pro’s AI which documents it should recognize and what data to pull out of each one. When a client uploads a W-2, Assure Pro reads “W-2” from your catalog and knows to capture wages, federal tax withheld, Social Security wages, and the other fields you’ve defined.
Open Settings → Document types to see your catalog. Twenty-five common types ship with Assure Pro, grouped by category. You can add your own.
Browse the catalog
The page splits into two views:
- List — every document type, grouped by category.
- Detail — a single type and its fields.
Click any row to open its detail view.
[Screenshot: Document types list grouped by category]
Each document type has:
| Property | Notes |
|---|---|
| Display name | ”W-2,” “1099-INT,” “Bank Statement” — what users see |
| Short ID | Web-safe identifier like w-2 or 1099-int. Set once, can’t change. |
| Category | Income, Deduction, Tax Return, Rideshare, or one of your custom categories |
| Description | One line, shown in the picker tooltip |
| Default folder | Where uploads of this type are automatically filed |
| Active | Whether the AI recognizes this type — inactive types stay in history but hide from the AI |
| Fields | The data points the AI extracts |
Categories
Each category has a color so you can tell types apart at a glance:
| Category | Color | Example types |
|---|---|---|
| Income | Green | W-2, 1099-NEC, 1099-INT, 1099-DIV, K-1 |
| Deduction | Blue | 1098 (mortgage interest), 1098-E (student loan), charitable receipts |
| Tax Return | Amber | 1040, 1120S, 1065, 1041 (filed return PDFs) |
| Rideshare | Indigo | Uber and Lyft tax summary forms |
| Custom | Gray | Anything firm-specific you add |
You can rename categories, create new ones, and change colors. The four default categories can be renamed but not deleted.
Manage categories
From the list view, click Manage Categories. A small dialog opens where you can:
- Create a new category with a name and color
- Rename an existing one
- Delete custom categories — only if no document type is using them
- Drag to reorder
Edit a document type
Click any row in the list to open it. The detail view has two sections.
At the top — basic info. Edit the display name, category, description, default folder, and the active toggle. Click Save.
Below — fields. A reorderable list of the data points the AI will capture for this type. Drag to reorder. Click + Add Field at the bottom for a new field. Click the pencil to edit one, or the trash to remove it.
Add a new document type
From the list view, click + New Document Type. Fill in:
| Field | Notes |
|---|---|
| Display name | Required |
| Short ID | Auto-suggested from the name; you can edit |
| Category | Pick from the dropdown |
| Description | Optional |
| Default folder | Optional — pick a folder to auto-file uploads of this type |
Click Save. The new type appears in the list with no fields yet. Click it and add fields one by one.
Define a field
Each field on a document type captures one piece of data. When you add or edit a field, you’ll set:
| Field property | Notes |
|---|---|
| Field label | What people see in the review screen — “Wages,” “Federal tax withheld” |
| Short name | A short identifier the system uses behind the scenes |
| Field type | One of the ten types listed below |
| Section | Optional grouping inside the review screen — “Income section,” “Withholdings” |
| Description | Tooltip text shown in the review screen |
| Required | Whether the AI must find this value, or it’s nice-to-have |
| Display order | Position in the review screen |
Field types
| Type | Use for |
|---|---|
| Text | Free-form strings — payer name, taxpayer name |
| Currency | Dollar amounts — wages, interest |
| SSN | Social Security number, formatted XXX-XX-XXXX |
| EIN | Employer ID, formatted XX-XXXXXXX |
| Date | A calendar date |
| Yes/No | A checkbox |
| Whole number | Counts — number of dependents |
| Decimal | Numbers with decimals — exchange rates |
| Phone | Phone number, auto-formatted |
| Address | Multi-line — a full taxpayer address |
The field type drives validation in the review screen. For example, an SSN field requires the right format before you can save.
Common patterns
| Goal | What to do |
|---|---|
| Add a new state-specific form | Create a new type under Income with the form’s name. Add fields matching the form’s boxes. |
| Stop the AI from classifying a deprecated form | Open the type and switch Active off. |
| Train the AI on a new variant | Create a new type, upload a few examples through the Documents AI review screen, manually correct the classification. The AI learns from your corrections. |
| Add a custom field to a built-in type | Open the type, click + Add Field, define the label and type. It saves immediately. |
What you can’t do (yet)
- Delete a built-in type. You can only switch it inactive. This preserves history.
- Change the short ID after creation. Create a new type with the right ID and migrate.
- Bulk-import field definitions from another firm. You add fields one at a time today.
- Set custom validation rules beyond field type. Required and type are the only checks.
How the AI uses your catalog
When a document is uploaded, Assure Pro:
- Reads the page content and the file name.
- Matches them against the active document types — their display names, short IDs, and descriptions.
- If it’s confident, it picks the best-fitting type and tags the document with it.
- For each required field on that type, the AI extracts the value from the page.
- If the AI isn’t confident enough, the document lands in the AI review queue for a human to verify.
Inactive types are skipped in step 2, so the AI won’t pick them until you switch them back on.
Who can manage document types
| Action | Who can do it |
|---|---|
| View types | Anyone with View firm settings |
| Create, edit, or delete | Anyone with Edit firm settings |
| Manage categories | Anyone with Edit firm settings |
Next
- Documents — how document types appear during upload and review.
- Document folders — control where each type is filed.
- AI document review queue — handle documents the AI wasn’t sure about.