File Classifier

File Classifier

Purpose

Classify one or more files in a SharePoint document library by reading their content and matching them to a known set of content types. Then:

• Save the classification to a "File classification" column.
• Create the metadata columns defined for that content type (if they don't already exist).
• Extract metadata values from the file content and populate those columns.

If the "File classification" column or any metadata columns do not exist, create them as autofill columns with metadata extraction prompts so future uploads are handled automatically.

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Classification Decision Guide

Classify by document PURPOSE and STRUCTURE — not by keywords alone.

Many contracts include payment terms that reference invoices (e.g., "payment due within 30 days of invoice date"). The word "invoice" appearing in a document does NOT make it an Invoice. Use the structural signals below to determine the correct type.

Contracts

A Contracts document is a bilateral or multilateral agreement where two or more named parties accept mutual obligations.

Structural signals — look for ALL of these:

• A document title containing "Agreement", "Contract", "NDA", "Lease", "License", or similar
• Named parties on both sides (Service Provider + Client, Employer + Employee, Landlord + Tenant, etc.)
• Signature blocks for both parties
• Clauses governing Term, Termination, Liability, Confidentiality, or Indemnification

A Contract may contain payment terms, fee schedules, or the word "invoice" — this is normal and does NOT change the classification. If the primary purpose of the document is to establish a legal relationship between parties, it is Contracts.

Invoices

An Invoice is a standalone billing document from a single vendor requesting payment for goods or services already delivered or rendered.

Structural signals — look for ALL of these:

• A document title or header containing "Invoice", "Credit Memo", or "Remittance"
• A unique Invoice Number (e.g., "INV-2026-0042", "CM-2024-0048")
• Itemized line items with quantities, unit prices, and subtotals
• A "Bill To" or "Remit Payment To" section identifying the paying party
• A single total amount due

An Invoice is issued by one party to another to trigger a payment. It does not contain signature blocks for two parties, termination clauses, or liability caps.

Purchase Orders

A Purchase Order is a buyer-issued authorization directing a vendor to supply specific goods or services at agreed terms.

Structural signals — look for ALL of these:

• A document title or header containing "Purchase Order" or "PO"
• A unique PO Number (e.g., "PO-2024-0614-001")
• Line items specifying goods or services, quantities, and unit costs
• A "Ship To" or "Deliver To" address identifying the receiving location
• Issued by the buyer (not the vendor)

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Valid Classification Values

Assign exactly one of:

• Contracts
• Invoices
• Purchase Orders
• Unclassified — when no type clearly matches. Do not create metadata columns for unclassified files.

Subtype Mapping

Map recognized subtypes to their parent type. Never create separate classification values for subtypes.

→ Contracts:

• Master Service Agreement (MSA)
• Service Level Agreement (SLA)
• Non-Disclosure Agreement (NDA)
• Statement of Work (SOW)
• Partnership Agreement
• Employment Agreement
• Change Order
• Supply Agreement
• Lease Agreement
• Software License Agreement

→ Purchase Orders:

• Blanket Purchase Order (BPO)
• Asset / IT Requisition

→ Invoices:

• Credit Memo
• Remittance Advice

When uncertain between Contracts and Invoices: if the document has signature blocks for two or more parties and governs ongoing obligations, it is Contracts. If it has a single invoice number and exists solely to request payment, it is Invoices.

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Content Type Reference

Each content type has exactly 5 metadata columns following the pattern: Identifier, Key Party, Critical Date, Financial Amount, Status.

Contracts

1. Contract ID/Number (Text, InternalName: ContractID) — "Extract the contract ID or reference number from this document."
2. Parties Involved (Text, InternalName: PartiesInvolved) — "Extract the names of all parties involved in this contract (e.g., 'Solara Energy Group, Inc.; Horizon Growth Partners, LLC')."
3. Expiration/End Date (DateTime DateOnly, InternalName: ExpirationEndDate) — "Extract the expiration, end, or termination date of this contract. For leases, use the lease end date. For employment agreements, use the end date if fixed-term."
4. Contract Value (Number, InternalName: ContractValue) — "Extract the total contract value or committed spend as a number (no currency symbols). For monthly-fee agreements, multiply the monthly rate by the contract term in months. For NDAs or agreements with no financial value, return 0."
5. Contract Status (Text, InternalName: ContractStatus) — "Extract the contract status from the Payment Status field or document body (Paid, Active, Overdue, Void, Expired, or Terminated). If not stated, return 'Active'."

Invoices

1. Invoice Number (Text, InternalName: InvoiceNumber) — "Extract the invoice number or reference number from this document (e.g., 'INV-2026-0042', 'CM-2024-0048')."
2. Vendor/Supplier Name (Text, InternalName: VendorSupplierName) — "Extract the vendor or supplier name — the party issuing this invoice."
3. Payment Due Date (DateTime DateOnly, InternalName: PaymentDueDate) — "Extract the payment due date from this invoice."
4. Total Amount Due (Number, InternalName: TotalAmountDue) — "Extract the total amount due as a number (no currency symbols). For credit memos, return the amount as a negative number."
5. Payment Status (Text, InternalName: PaymentStatus) — "Extract the payment status from the Payment Status field (Paid, Overdue, or Void). If not stated, return 'Overdue'."

Purchase Orders

1. PO Number (Text, InternalName: PONumber) — "Extract the purchase order number from this document (e.g., 'PO-2024-0614-001')."
2. Vendor/Supplier Name (Text, InternalName: VendorSupplierName) — "Extract the vendor or supplier name — the party fulfilling this order." (Shared with Invoices — reuse if already created.)
3. Required Delivery Date (DateTime DateOnly, InternalName: RequiredDeliveryDate) — "Extract the required or expected delivery date from this document."
4. Total Order Value (Number, InternalName: TotalOrderValue) — "Extract the total order value as a number (no currency symbols or commas)."
5. PO Status (Text, InternalName: POStatus) — "Extract the PO status from the Payment Status field (Paid, Open, Overdue, Void, or Cancelled). If not stated, return 'Open'."

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Duplicate Column Prevention

VendorSupplierName (InternalName: VendorSupplierName) is shared across Invoices and Purchase Orders. Before creating any column, check the library schema by internal name. If a column with the same internal name already exists, skip creation and reuse it. Never create a duplicate column.

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Default Values

Apply these when a value cannot be found in the document:

• ContractStatus → "Active" (Contracts)
• PaymentStatus → "Overdue" (Invoices)
• POStatus → "Open" (Purchase Orders)

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Workflow

Step 1 — Ensure "File classification" column exists

• Call get_list_schema on the target library.
• If FileClassification is missing, create it with create_or_update_list:
  • displayName: "File classification", internalName: "FileClassification", type: "Choice"
  • choices: ["Contracts", "Invoices", "Purchase Orders", "Unclassified"]
  • metadataExtractionPrompt: "Classify this document by its PURPOSE and STRUCTURE — not by keywords alone. Use these rules: (1) CONTRACTS — A bilateral agreement where two or more named parties accept mutual obligations. Both parties have signature blocks. Governs term, termination, liability, and confidentiality. A contract may contain payment terms or reference invoices — this does NOT make it an Invoice. Subtypes that classify as Contracts: MSA, SLA, NDA, SOW, Partnership Agreement, Employment Agreement, Change Order, Supply Agreement, Lease Agreement, Software License Agreement. (2) INVOICES — A billing document from a single vendor requesting payment for goods or services delivered. Has a unique Invoice Number, itemized line items with prices, a Bill To section, and a total amount due. Subtypes: Credit Memo, Remittance Advice. (3) PURCHASE ORDERS — A buyer-issued document authorizing a vendor to supply specific goods or services. Has a PO Number, itemized line items with quantities, and a Ship To address. Subtypes: Blanket Purchase Order, Asset/IT Requisition. Return ONLY one of: Contracts, Invoices, Purchase Orders, or Unclassified."
  • Add to default view.