To extract data from a document, store the file in a Files and Images field and point an AI Field Agent at it. The agent reads the file and writes one value into the field it is attached to, such as the invoice total into a Number field. To fill many fields from one document in one pass, use the AI Workflow Agent with a Custom output in an automation.
Plan Availability | Team, Professional and Enterprise (the plans with SmartSuite AI on the pricing page); the 14-day free trial runs on Professional. |
Permissions | Workspace Administrators enable AI Field Agents and manage connections in AI Control Center. Solution Managers configure the agent on the field. Members run it from Grid view, the record page or a Record Details widget. |
Platform | Web. |
Related Reading |
What do I need?
A Files and Images field on the record that holds the document. Supported inputs are PDF, CSV, Excel and image files, under 50 MB per file and 50 MB in total per request.
A connection whose model shows PDF and image support in AI Platforms and Models. Attachment options appear in an agent only for such models.
One target field per value you want: Number for a total, Date for an invoice date, Text for a vendor name, Address for a structured address, Single Select for a document type.
How do I extract one value into a field?
Open the target field's Field Settings, for example the Number field Invoice total.
Select the AI Field Agent tab and turn on Enable AI Field Agent.
Write the prompt and insert the Files and Images field, for example: Read the invoice in {{Invoice file}} and return the total amount due as a number with no currency symbol.
Choose a connection with file support.
Turn on Run Automatically so the value is extracted when a file is added or replaced.
Click Update Field. Repeat for each value: a Date field agent for the invoice date, a Text field agent for the vendor, an Address field agent for the billing address.
Note: an Address field agent returns a structured address (street, city, state, postal code and country), and a Date field with time enabled returns the date and the time.
How do I fill many fields from one document at once?
Create an automation with the trigger When a record is created, or When a record is updated with a condition on the Files and Images field.
Add the AI Workflow Agent action and choose a connection with file support.
Add the file from the trigger with the + under Attachments, and write a prompt that names it: Extract the fields below from the attached resume.
Select the Custom output tab and add one output per value with its type: Candidate name (Text), Years of experience (Number), Email (Email), Skills (List of Values).
Add an Update Record action and map each output into its field.
Test with a real document, then turn the automation on. SmartSuite's own example is a new resume submitted, summarized into a JSON object with name, experience and skills.
What does the model receive?
The model receives the prompt text, the values of the fields inserted into it and the files from any Files and Images field you inserted. Static files attached in the agent settings (a template or a field list) are sent on every run. Attachments go to the connection's provider for that request; see What is SmartSuite AI for how data is handled.
Frequently asked questions
Which file types can the agent read?
Which file types can the agent read?
PDF, CSV, Excel and image files, each under 50 MB and under 50 MB in total per request, with a model that supports files and images.
Can it read a scanned document or a photo?
Can it read a scanned document or a photo?
Image files are supported inputs when the model shows image support, so a scanned page saved as an image can be read. Results depend on the quality of the scan.
Why do I not see attachment options in the agent?
Why do I not see attachment options in the agent?
The selected model does not support files and images. Pick a connection whose model shows PDF and image support.
Can a person check the extracted values before they are used?
Can a person check the extracted values before they are used?
Yes. Add a Status or Single Select field such as Reviewed, and have the downstream automation run only when it is set; see Score and route records with AI.
Last verified 24 Oct 2026.