Document Intelligence Glossary
Glossary of document intelligence, AI search, and knowledge management terms.
A
Access Group
A named group of members. Permissions can be granted to an access group rather than to individual users — making bulk access management practical.
Account
The top-level billing entity that owns one or more workspaces. An account holds the subscription plan, payment information, and account-level administrators. A single organization typically has one account that contains multiple workspaces.
Account Roles
Apply at the account (billing) level, above any individual workspace. Billing Owner — owns the account and all billing controls. Billing Admin — manages account-level financial operations. Account Admin — manages account members and the workspaces under the account.
Active
The workspace is operating normally.
Activity Timeline
The user-facing log of activity on a single object (a document, an approval, a signing request, a share). Combines events into a chronological story.
Admin
Administrative access. Can manage collections, document types, zones, members, and most settings — but is not the workspace owner.
Admin Action (in Signing)
An action an administrator can take on a signing request from the operations console: Sync, Retry, Cancel, or Remind.
Aggregate Type
The kind of object an event is about (for example, document, approval_request, signing_request).
AI Badge
An indicator showing that AI features (semantic search, Ask) are available for an item — meaning it has been successfully indexed.
AI Error
The reason an ingest or indexing operation failed (for example, an unsupported file format, a corrupted PDF, or a model timeout).
API Key
A credential used to authenticate server-to-server requests to NexDok’s API. Keys carry scopes, can be set to expire, and are securely hashed.
API Scope
A specific permission attached to an API key (for example, upload). Scopes follow the principle of least privilege.
Approval Request
A formal submission of a document version for review and decision. Approval requests gate publishing.
Approved
All approvers have approved. The version is eligible for publishing.
Approver (also: Reviewer)
A member assigned to decide on an approval request. A request can have multiple approvers.
Approver Decision
An individual approver’s response: Approved, Rejected, or Pending. Logged with identity, timestamp, and comments.
Archive
The action of hiding a document from normal lists. Archived documents are retained for compliance.
Archived
The document or workspace has been hidden but retained for compliance, history, and audit.
Ask
NexDok’s natural-language Q&A feature. Returns grounded answers with citations to the original sources.
Attachment
A supplementary file attached to a version (for example, a supporting spreadsheet alongside a primary PDF).
Audit Log
An immutable, time-ordered record of important actions taken in the workspace.
B
Based On
Indicates that a new version was derived from a specific earlier version (for example, when reverting or branching from a prior revision).
C
Cancelled
The subscription has ended or the request was cancelled before completion.
Change Summary
A short description explaining what changed and why. Visible in the version history.
Chunk
A small segment of a document’s extracted text (~512 words). Search and Ask use chunks to pinpoint relevant passages.
Collection
A grouping of documents inside a workspace — by project, department, topic, or initiative.
Collection & Zone Permission Levels
Permissions granted to users or access groups: Viewer, Editor, or Manager.
Collection Visibility
Defines who can see a collection: Private, Restricted, or Tenant-public.
Collections Workspace
The browse view for discovering, navigating, and opening collections.
Completed
All recipients have downloaded the shared document, or all signers have signed.
Compliance Audit
A review-oriented summary of activity compiled for compliance officers and external auditors.
Content Hash
A unique SHA-256 fingerprint of a file’s contents. Used to detect duplicates and verify integrity.
Created
The version record exists, but no file has been uploaded yet.
Custom Headers
HTTP headers configured in webhook deliveries for routing, authentication, or correlation.
D
Dashboard
The home view summarizing recent activity, key metrics, and getting-started guidance.
Data Isolation
The architectural guarantee that each workspace’s data is fully separated at application, database, and storage layers.
Deep Ask
A focused variant of Ask scoped to a single document for in-depth analysis.
Disabled
The member has been deactivated by an administrator. Access is revoked but identity is preserved for audit.
Display Name
A custom workspace name shown in the interface (up to 120 characters).
Document
The primary object in NexDok. Contains a complete history of versions, approvals, and activity.
Document Detail
The full view of a single document: metadata, version history, approvals, signatures, shares, and timeline.
Document File
A binary file attached to a document version — PDF, DOCX, image, or any supported format.
Document Library
The main listing of every document in the workspace. Supports filtering, sorting, bulk actions, and previews.
Document Permissions (ACL)
Granular per-document control: Read, Write, Manage, and Publish permissions.
Document Type
A reusable schema defining the kind of document and its custom metadata fields.
Downloaded
The recipient has downloaded the document.
Draft
The initial state of a document or version. Not yet visible to readers.
Draft Content
Native content authored directly in NexDok’s built-in rich-text editor.
Drawer
A side panel that slides in to show details without leaving the current page.
E
Editor
NexDok’s built-in rich-text editor (TipTap / ProseMirror).
Editor (permission)
Can view and modify items in a collection or zone.
Embedding
A mathematical representation of a chunk’s meaning (1,536-dimension vector by OpenAI).
Error
Submission to SignDok failed after retries.
Event
A record of an action in NexDok. Every event is logged and can trigger webhooks.
Event Type
The category of an event (e.g. document.created, approval.approved, signing.completed).
Exhausted
All webhook delivery retry attempts failed. The delivery will not be retried.
Expiration
A specific date when a document is scheduled to be removed or archived automatically.
Expired
The deadline passed before action was completed.
Extracted Text
The full text pulled from a binary file during ingest. Powers search, Ask, and retrieval.
F
Failed
Processing or delivery could not be completed.
Favicon
The icon shown on the browser tab. Up to 512 KB; PNG or ICO.
G
Group Permission
The level of access an access group has to a collection or zone (Viewer, Editor, or Manager).
H
Head Version
The most recent version of a document (whether published or still in draft).
I
In Progress
The process is active but not finished.
Inbox
A list of items awaiting your action: My Approvals, My Signatures, or My Shared Activity.
Indexed
Processing is complete. The document is now searchable and answerable via Ask.
Indexing
NexDok is extracting text, splitting it into chunks, and creating AI embeddings.
Ingest Status
Reflects NexDok’s automatic processing of an uploaded file (text extraction, AI indexing).
J
JWT
The signed token NexDok issues to authenticated users for identity and tenant claims.
L
Login Background
The image displayed behind the login form. Up to 2 MB; JPEG, WebP, or PNG.
Logo
The primary workspace logo. Up to 512 KB; PNG or WebP.
Logo Compact
A smaller version of the logo for collapsed navigation and tight spaces.
M
Manager (permission)
Can view, modify, and manage who else has access.
Member
A user who belongs to a workspace. Each member has a role that determines what they can see and do.
Metadata
Custom key-value fields attached to a document. Filterable and searchable.
Metadata Schema
The definition of which metadata fields a document type accepts, including types and validation rules.
MIME Type
The file content type (e.g. application/pdf). NexDok detects this automatically on upload.
Modal / Dialog
A focused popup window for creating or editing items.
Multi-Factor Authentication (MFA)
A second factor required at sign-in alongside your password. Strongly recommended for administrators.
My Approvals
The dedicated view where you see all approval requests waiting for your decision.
My Signatures
The view where you see documents awaiting your signature.
N
Notification
An in-app or email message generated when something needs your attention.
O
Owner
Full administrative control over the workspace. Can manage members, settings, and every collection, zone, and document.
P
Page Count
The number of pages detected in a PDF document.
Pending
Awaiting action or delivery.
Permission-Aware Search
NexDok never surfaces content the user is not authorized to see. AI respects every permission, zone, and membership.
Plan
A subscription tier that determines which features your account can use and consumption limits.
Plan Capability
A feature flag included in your plan (e.g. signing module, security zones).
Plan Quota
A numeric limit included in your plan (e.g. max documents, storage, AI queries per month).
Preparing
SignDok is processing the document.
Preview
A thumbnail or visual preview rendered automatically for quick viewing.
Primary Color
The main brand color used for headings, primary buttons, and accents.
Primary File
The main file attached to a version — the canonical content of that version.
Public Zone
The built-in system zone visible to all authenticated members. Every workspace has one by default.
Publish
The action of promoting a draft version to become the official Published Version.
Published
The version is live, official, and visible to all members with read access.
Published Version
The official version other users see by default. Only one version can be published at a time.
Publishing Gate
The rule that prevents publishing until the required approvals are recorded.
Q
Query (Public API)
The API endpoint for retrieving relevant chunks via semantic search without the full Ask answer-generation step.
Queued
The version is waiting in the processing queue.
Quick Preview
A side-panel preview of a document opened directly from the document library.
R
Recipient
A person who receives a shared document. Each recipient has their own status.
Rejected
At least one participant rejected. The request is closed.
Rendition
A converted format of the primary file (e.g. a PDF rendition of a DOCX original).
Retention
The number of days after which a document is eligible for deletion or archival.
Retention Policy
The rule that determines how long documents are kept before automatic deletion or archival.
Review
The document is in formal review — typically tied to an approval request.
S
Search (Semantic Search)
NexDok’s intelligent search engine. Finds documents by meaning, not just keywords.
Secondary Color
The accent color used for supporting UI elements.
Security Zone
A labeled boundary to organize permissions by sensitivity or department. Governs AI indexing eligibility.
Semantic Indexing
The automatic process of turning document text into AI-friendly representations for search and Ask.
Sent
The notification was delivered.
Service Role
The privileged credential NexDok’s backend uses to access storage and the database. Never exposed to end users.
Settings
The workspace configuration hub: members, access groups, zones, document types, collections, API keys, branding, signing, and usage.
Share (Share Request)
A controlled distribution of a document to recipients with passcodes, expiration dates, watermarks, and download tracking.
Shared Activity
The user-facing view of shares you have sent and shares sent to you.
Sharing Operations (admin)
The admin console for monitoring sharing activity and troubleshooting.
Signed
The signer completed their signature.
Signed PDF
The completed, signed version of a document. Automatically imported as a new version.
Signer
A person required to sign a document. Internal or external.
Signing Configuration
Workspace-level settings connecting NexDok to SignDok.
Signing Operations (admin)
A monitoring console for administrators to manage signing requests.
Signing Request
A document sent out for one or more people to sign.
Signing Secret
An HMAC key to sign webhook payloads for verification.
Signing Timeline
A chronological log of every event in a signing request’s lifecycle.
Signing Timeline Event
Events recorded during signing: request_created, signer_notified, signer_viewed, signer_signed, signer_rejected, request_completed, etc.
Similarity Score
A number from 0.0 to 1.0 indicating how closely a chunk matches your query.
Slug
A short, URL-friendly identifier for a document or collection (e.g. contract-2026).
Source Attribution
Each Ask answer cites the specific documents and chunks it used.
Status Badge
A small visual indicator showing current state (Draft, Published, Pending, Approved, Signed).
Storage
The total file storage your workspace is using, measured in bytes.
Submitter
The member who creates an approval request.
Success
The receiving server returned a successful response.
Suspended
The workspace or account has been frozen.
T
Tamper-Evident History
Changes are recorded immutably so any modification or deletion would be detectable.
Tenant Branding
A workspace’s customizable visual identity: logo, colors, login background, and display name.
Tenant Isolation
The guarantee that data from one workspace is never visible to another workspace.
Test Mode
A non-binding signing flow for testing without producing a legally binding signature.
Token Count
An approximate measure of how many AI tokens a chunk consumes.
Top-K
The number of most relevant chunks returned for a search or Ask query.
Transition Reason
A short explanation captured when a document moves between states.
Trialing
The account is in a trial period.
U
Unverified
The MFA factor has been enrolled but not yet confirmed.
Uploaded
The file is fully stored. NexDok will start processing it shortly.
Uploading
The file is being transferred to NexDok storage.
Usage
Your current consumption against plan quotas. Visible in the Usage page in Settings.
V
Verified
The MFA factor is enrolled and confirmed; sign-in will require it.
Version
A specific revision of a document. Versions are immutable once created.
Version Label
A friendly name for a version to make it easier to recognize.
Viewed
The signer opened the signing portal but has not signed yet.
Viewer
Read-only access to documents and collections.
Viewer (permission)
Can view and read items in the collection or zone.
Visibility Badge
An indicator showing whether a collection is Private, Restricted, or Tenant-public.
W
Waiting
The recipient or signer is queued behind a previous step.
Webhook
An HTTP endpoint NexDok calls when an event happens. Connects to other systems in real time.
Webhook Delivery
A single attempt to send an event to a webhook URL. Each delivery has its own status.
Workflow Event
A specific transition in a document’s life: created, published, archived, etc.
Workflow History
The chronological record of every state transition, with who triggered it and why.
Workspace
An isolated, secure environment where your team stores documents, runs workflows, and collaborates.
Workspace Switcher
The UI element for moving between workspaces.
Z
Zone Inheritance
A property indicating whether a collection inherits its security zone’s permissions automatically.