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The Settings page is where you configure RecordEngine for your organisation — webhook URLs, API credentials, user management, email intake, and system preferences. Only Admin users can access Settings. Settings page showing webhook configuration

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General

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Instance Name

Set a display name for this RecordEngine instance — for example “Acme Corp — Finance” or “Shanghai Office”. The instance name appears in the UI header and is used to generate the email intake address.

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Webhooks

RecordEngine can send HTTP POST notifications to external systems when specific events occur. Configure your webhook URLs here.
WebhookWhen it fires
Document Webhook URLEvery time a document reaches Export status — carries the full extracted payload
Contact Webhook URLEvery time a contact is created or updated
Folder Webhook URLEvery time a folder is created or updated

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Configuring a Webhook

  1. Go to Settings → Webhooks
  2. Paste the destination URL into the appropriate field
  3. Click Save
That’s it — no signing keys or additional authentication setup is required on the RecordEngine side. The webhook POST includes a Bearer token header that your receiver can use to verify the request came from RecordEngine.
Don’t have a receiver built yet? Use webhook.site to get a free temporary URL for testing. Paste it into the Document Webhook URL field, export a document, and you’ll see the full payload in your browser.
See Outbound Webhooks for the complete payload schema for each webhook type.

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API

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Your API Token

RecordEngine uses Bearer token authentication for all API calls. Your token is displayed in Settings → API. To use it in an API request: 
Authorization: Bearer YOUR_TOKEN_HERE

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Regenerating the Token

Click Regenerate Token to issue a new token. The old token is immediately invalidated — any integrations using it will need to be updated with the new token.
Regenerating your token will break any existing integrations, automation scenarios, or scripts that use the current token. Update them all before regenerating, or update them immediately after.

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Email Intake

The Email Intake section shows your instance’s unique intake email address. Any file sent as an attachment to this address is automatically ingested and processed by RecordEngine. Copy the address and share it with anyone who needs to submit documents by email. See Email Intake for the full guide on how this works.

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AI Model

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Fast and Precise Modes

RecordEngine supports two AI processing modes:
ModeDescription
FastOptimised for speed — ideal for high-volume, routine document types
PreciseHigher accuracy — best for complex, handwritten, or unusual documents
Both modes currently use the same underlying model. The Precise mode will be re-enabled with a higher-accuracy model in a future update.

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User Management

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Adding a User

Admins can create additional user accounts so team members can access RecordEngine without sharing credentials.
  1. Go to Settings → User Management
  2. Click + Add User
  3. Set:
    • Username
    • Password
    • Role — Admin or User (see role permissions below)
  4. Save

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Role Permissions

FeatureAdminUser
Upload documents✅✅
Review and edit documents✅✅
Approve documents✅✅
Export documents✅✅
Create contacts and folders✅✅
Use AI Chat✅✅
Create extraction profiles✅✅
Create rules✅✅
Access Settings✅❌
Manage users✅❌
View API token✅❌
Configure webhooks✅❌
Create / restore backups✅❌

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Changing a Password

  1. Go to Settings → User Management
  2. Click the user’s name
  3. Enter a new password and confirm
  4. Save

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Deleting a User

Click the user’s name → Delete User. The user’s documents and audit log entries are retained.

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Backup & Restore

Regular backups protect your documents and extracted data against hardware failure or accidental deletion.

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Creating a Backup

  1. Go to Settings → Backup
  2. Click Create Backup
  3. A ZIP file downloads to your computer containing:
    • The SQLite database (all documents, contacts, extracted fields, audit log)
    • All uploaded files from the storage volume
Store the backup ZIP in a safe location — ideally off the RecordEngine server (external drive, NAS, or secure cloud storage).

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Restoring from Backup

Contact RecordEngine support for a restore procedure appropriate to your deployment type. For self-managed deployments, the restore process is documented in the Deployment Guide.
Always create a backup before updating RecordEngine to a new version.

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Themes

Select the visual theme for the RecordEngine interface. Changes apply immediately and persist across sessions for all users. Available themes: Midnight (dark), Fresh Light, Clean Pro For full customisation options including the Theme Builder, see Themes & Customization.