DealSort Help Center

🖨️

Enabling searchable PDFs

DealSort works best when your scanner produces searchable PDFs — PDFs with embedded text that can be read directly. If your scanner produces image-only PDFs, DealSort will use OCR as a fallback, but accuracy is higher with searchable PDFs.

💡

Look for the words OCR, Searchable, or Text recognition in your scanner's settings. This is usually found under File Format or Output settings.

📠 Xerox

Press Home → Apps → Scan To
Select File Format
Choose PDF Searchable or PDF/A
Save as your default scan profile

📠 Ricoh

Press Scanner on the home screen
Go to Send Settings → File Type
Select PDF (OCR) or PDF/A
Set OCR Language to English

📠 Canon imageRUNNER

Press Send on the home screen
Go to File Format → PDF
Enable Compact PDF or OCR option
Select Text Recognition: On

📠 HP OfficeJet / LaserJet

Open HP Smart or Scan menu
Select Scan to PDF
Enable Make Searchable (OCR)
Save profile as default

📠 Fujitsu ScanSnap

Open ScanSnap Home software
Edit your scan profile
File Format → PDF
Check Convert to Searchable PDF

📠 Brother ADS Series

Open ControlCenter4 software
Go to Scan → File
File Type → Searchable PDF
Set as default scan profile

📠 Konica Minolta

Press Scan/Fax on home screen
Go to Application → File Format
Select PDF (OCR) option
Save to your user profile

📠 Sharp

Press Network Scanner on home
Go to File Format settings
Select Compact PDF or PDF/A
Enable OCR text recognition

⚠️

If your scanner doesn't support searchable PDFs, DealSort will automatically use OCR to read the document. Accuracy may be slightly lower on poor quality scans.

📁

Setting up your Deals folder

DealSort watches a single folder for new scans. Every PDF that lands in that folder gets automatically classified and filed.

1

Create a dedicated folder

Create a new folder called Deals somewhere easy to find — your Desktop or Documents folder works well. Example: C:\Users\YourName\Deals

2

Point your scanner to that folder

In your scanner's settings, set the scan destination to your Deals folder. Every scanner calls this something slightly different — look for "Scan destination", "Save to folder", or "Network folder".

3

Set the watch folder in DealSort

Open DealSort → Settings → Sorting profiles. The first field under System is your watch folder. Set it to match the folder you created.

4

Test it

Drop any PDF into your Deals folder. The DealSort dashboard should show it being detected within 2-3 seconds.

💡

Scan documents one deal at a time. DealSort groups all documents scanned within 90 seconds into the same deal folder automatically. You can adjust this timeout in Settings.

📋

Uploading blank form templates

Blank form templates dramatically improve classification accuracy. DealSort compares each incoming scan against your templates locally — before sending anything to the cloud.

✓

The more templates you upload, the fewer documents go to the review queue. Most dealers see review queue volume drop by 60-80% after uploading their common form types.

1

Get a blank copy of each form

You need one blank or redacted copy of each document type. Sources: your lender portal, your DMS system, scan a blank form from your supply, or white out customer data on a real form and scan it.

2

Open Settings → Document types

In DealSort go to Settings → Sorting profiles → scroll to Document categories. Find the document type you want to train and click Edit.

3

Upload the blank form

At the bottom of the edit form click Upload blank example form. Select your blank PDF. DealSort automatically extracts distinctive phrases and saves them as a template.

4

Confirm the template loaded

You should see ✓ Template loaded — X phrases captured. The higher the phrase count, the better the matching accuracy.

💡

Start with your highest volume forms — Retail Installment Contract, Buyer's Order, and Insurance Agreement. These three alone will cover the majority of your deal jacket documents.

🔒

Sensitive documents

DealSort can be configured to file certain document types — like credit applications — entirely on your local machine, with zero data transmitted to any external service.

⚠️

Credit Application is sensitive by default. DealSort will never send credit application content to the Claude API. It uses local template matching only.

How it works

1

Upload a blank credit application template

This is required for local classification. Without a template DealSort cannot identify a credit application locally and will send it to the review queue instead.

2

DealSort matches locally

When a credit application arrives, DealSort compares it against your template on your machine. If it matches at 60% or higher, it files automatically with no API call.

3

Zero data transmitted

The document text never leaves your computer. DealSort extracts only the customer name, VIN, and stock number using local pattern matching for the filename.

Mark other documents as sensitive

In Settings → Document types, click Edit on any document type and enable the 🔒 Sensitive — never send to API toggle. Recommended for any form containing SSNs, dates of birth, or bank account information.

⚠️

Using the review queue

Documents go to the review queue when DealSort isn't confident enough to file them automatically. This is your safety net — not a failure.

Why is a document in the review queue?

Three reasons: confidence score below your review threshold (default 55%), possible duplicate detected, or the document type couldn't be identified. The reason is shown below each document in the queue list.

What does Confirm & File do?

Accepts DealSort's classification and files the document exactly as suggested. Use this when the classification shown on the left matches what you see in the PDF viewer on the right.

What does Correct do?

Opens a form where you can change the document type, customer name, VIN, and other fields before filing. DealSort remembers your correction and applies it to similar documents in the future.

What does Delete do?

Permanently removes the file from the review queue and from your Deals folder. Use this for blank pages, misfeeds, or documents scanned by mistake.

Too many documents going to review?

Lower the review threshold in Settings → Session and automation. The default is 55% — try 45% or 40% to auto-file more documents. Also upload blank form templates for your most common document types to increase confidence scores.

🗂️

Document categories and routing

DealSort ships with default categories but you can fully customize them to match how your dealership organizes deal jackets.

How do I add a new category?

Go to Settings → Sorting profiles → Document categories. Click + Add new category, enter a name, and optionally add subfolders. The new category immediately appears in all document type routing dropdowns.

Can a document file to multiple folders?

Yes — this is called multi-destination filing. In the document type editor click + Add destination to add additional filing locations. A service contract, for example, can simultaneously file to Backend Protections, Customer Docs, and Bank Docs.

How do I turn off subfolders?

In Document categories, each top-level category has a Use subfolders toggle. When turned off, all documents in that category file directly into the category root folder instead of organized subfolders.

How do I add a document type DealSort doesn't know about?

Go to Settings → Document types → + Add document type. Enter the name, describe distinctive phrases from the form, set its filing destination, and give it a filename prefix. Upload a blank copy of the form for best results.

🔧

Troubleshooting

Windows blocked the download — "Suspicious download blocked"

This is a Windows SmartScreen warning for new software. To proceed: click the three dots next to the blocked download → Keep → Keep anyway. When the installer runs, click More info → Run anyway. This warning will disappear once DealSort has a code signing certificate.

DealSort isn't detecting my scans

Check three things: 1) Your scanner is saving to the exact folder path shown in Settings → System. 2) The status dot at the bottom of the sidebar shows green "Watching Deals folder" — if amber it says "Watching paused". 3) Your scanner is saving PDF files, not TIFF or JPEG images.

Wrong customer name in the filename

Upload a blank template for that document type in Settings → Document types. Also check the Description for Claude field — add exact phrases from the form that identify the customer name field, like "PURCHASER:" or "Applicant Name:".

Multi-page documents aren't being merged

DealSort detects page numbers using patterns like "Page 2 of 5". If your forms don't include this text, pages may be classified separately. Upload a blank template so DealSort can match continuation pages by content instead of page numbers.

License activation failed

Check your internet connection — license validation requires a connection to the DealSort server. Make sure you're entering the license key exactly as provided, including any dashes. Contact support if the issue persists.

Settings aren't saving

Always click Save changes at the top right of the Settings page after making changes. Changes are not auto-saved. After saving, a confirmation toast should appear at the bottom of the screen.

DealSort is using the wrong dealership name

Go to Settings → Sorting profiles → System card at the top. Update the Dealership name field and click Save changes. The name in the sidebar updates immediately.