Scan a document with AI
Let Personal360 read an attached or linked file and fill in the document number, issue and expiry dates, country and region for you.
Overview
Typing a passport number and dates by hand is slow and easy to get wrong. Personal360 can read the file for you. Photos and scanned PDFs are read by an AI vision model; PDFs with real text are read as text first. What it finds goes into the document's empty fields.
This happens automatically when you attach or link a file, and you can run it again at any time with Scan for data.
Before you start
- The document needs a file. Use Attach file or Link cloud/NAS file first. See Add an ID or document.
- You need permission to edit documents (Owner or Adult, or Limited on their own record).
- AI reading has to be switched on for your Personal360. If it isn't, scanning reports that it couldn't read the file.
Steps
- Open IDs & Documents in the sidebar, or the person's page under People.
- Find the document. If it has a file, you'll see a Scan for data button next to it.
- Press Scan for data. The button shows Scanning… while it works.
- Read the result next to the button:
- ✓ filled 3 means three empty fields were filled in.
- ✓ no new fields means it read the file but every field it found was already filled.
- ⚠ couldn't read means nothing usable was found.
- Hover over the result to see what was detected, such as the masked number, the expiry date and the country.
- Check the filled values in the row, and press Edit to correct anything.
Example
Rohan Mehta links a PDF of his driving licence from the family NAS. A message says "Linked and scanned. Auto-filled from the document: number, expiry, issue date." Later he notices the region is missing, so he presses Scan for data again — it reports ✓ filled 1 and adds the state.
FAQs
Which fields can it fill?
Number, expiry date, issue date, country and state/region. Other useful non-sensitive details may go into Notes if that field is empty.
Is my full number shown during the scan?
No. The detected number is shown masked, like •••• 4321, and is encrypted when saved.
Does bulk upload scan files too?
Bulk upload stores the files and their text but doesn't fill fields. Press Scan for data on each one afterwards. See Bulk document intake.
Troubleshooting
It always says couldn't read
Hover over the warning for the reason. Common causes are a blurry or cropped photo, a file that can't be fetched from your drive or NAS, or AI reading not being enabled. Try a clearer scan with Replace file. If you suspect AI isn't enabled, ask your Personal360 administrator.
The wrong date was filled in
Press Edit, correct the date and press Save changes. Your edit is kept; later scans won't overwrite it.