# AI Checklist
Source: https://docs.file.ai/docs-user-guide/core/ai-checklist

> Automatically validate your folder contents against rules you define, with no manual review needed.

## On this page

*   [Overview](#overview)
*   [How it works](#how-it-works)
*   [File Validation](#file-validation)
    *   [Setting up a Group](#setting-up-a-group)
    *   [Managing your rules](#managing-your-rules)
*   [Settings](#settings)
    *   [Folder scope](#folder-scope)
    *   [Checklist Summary](#checklist-summary)
*   [Setting up from scratch](#setting-up-from-scratch)
*   [FAQs](#faqs)
*   [Current limitations](#current-limitations)

Core

# AI Checklist

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Automatically validate your folder contents against rules you define, with no manual review needed.

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## 

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](#overview)

Overview

**AI Checklist** runs automatic checks across all files in your project, regardless of folder or subfolder. You define which document types must be present and which fields need to be filled, and the system flags anything that doesn’t meet your standards. Configure your rules once. Non-compliant folders are surfaced automatically, so your team only acts on what needs attention.

## 

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](#how-it-works)

How it works

AI Checklist is built around two concepts:

## Groups

A single validation checklist. A checklist can have many Groups, and **all of them must pass** for a folder to be compliant (AND logic).

## Verified Schemas

A document type that must be present within a Group. If a Group has several schemas, **only one needs to be present** (OR logic).

**Example**

*   **Group 1** requires a Contract **or** an NDA.
*   **Group 2** requires an Invoice.

A folder passes only if it contains a Contract or an NDA (OR logic), **and** an Invoice (AND logic).

## 

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](#file-validation)

File Validation

### 

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](#setting-up-a-group)

Setting up a Group

Go to the **File Validation** tab and click **\+ Group** to create your first validation checklist. Inside each Group, use the schema dropdown to select the document type that must be present. From there you can:

Action

What it does

**\+ Field**

Adds a rule that checks whether a specific metadata field is filled

**\+ Verified Schema**

Adds an alternative document type to the same Group (OR logic, only one needs to be present)

**\+ Group**

Adds a new, independent checklist (AND logic, all Groups must pass)

### 

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](#managing-your-rules)

Managing your rules

*   Use the **enable/disable toggle** on any schema block to turn off a rule temporarily without deleting it.
*   Click **Remove Group** to delete an entire Group and all its rules.
*   The File Validation tab shows a badge with your active Group count, for example **File validation 2**.

## 

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](#settings)

Settings

### 

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](#folder-scope)

Folder scope

By default, the checklist applies to the folders you select. To extend coverage to all nested subfolders at any depth, enable **Sub Folders** in the **Settings** tab. This is off by default.

### 

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](#checklist-summary)

Checklist Summary

Three toggles control which validation outcomes appear in your summary view:

State

Meaning

**Missing Schemas**

One or more required document types are absent

**Incomplete Fields**

Required documents are present, but field-level rules aren’t fully met

**Complete**

All checklists are met, and the folder is fully compliant

All three are on by default.

Turn off **Complete** if you only want to see the folders that still need attention.

## 

[​

](#setting-up-from-scratch)

Setting up from scratch

1

Create a checklist

Open **AI Checklist** from the main navigation and create a new checklist.

2

Configure Settings first

In **Settings**, set your folder scope and choose which validation states to show in the summary.

3

Add a Group

Switch to **File Validation** and click **\+ Group** to add your first checklist.

4

Select a schema

Choose the required document type from the schema dropdown.

5

Add field rules (optional)

Click **\+ Field** to add field-level rules.

6

Allow alternative schemas (optional)

Click **\+ Verified Schema** to accept other document types within the same Group.

7

Repeat for more Groups

Add any further Groups your folders must satisfy.

8

Save and publish

The checklist runs automatically from here.

## 

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](#faqs)

FAQs

What happens if a folder has no files?

All Groups are flagged as **Missing**, since there’s nothing to match against.

Can I disable a rule without deleting it?

Yes. Use the toggle on any Verified Schema block to turn it off temporarily. It stays in place and can be re-enabled at any time.

Does subfolder scope apply recursively?

Yes. When **Sub Folders** is enabled, rules apply to all nested subfolders at any depth.

Can a checklist have only one Group?

Yes, that’s perfectly valid. You can add more Groups at any time.

What does turning off Complete in the summary do?

Compliant folders are hidden from the summary view, so you only see what needs attention.

## 

[​

](#current-limitations)

Current limitations

*   **Cross-file validation is not yet available.** Rules currently apply to individual files only. This feature is in development, so check the release notes for updates.
*   **OR logic applies within a Group only.** Logic across Groups is always AND.
*   **Subfolder validation is off by default.** Enable it in **Settings**.

[

Notifications

](/docs-user-guide/core/notifications)[

Xero Export Integration

](/docs-user-guide/core/xero-export-integration)

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