Paperplane · Your searchable document archive on Paperplane

Connect and import from SharePoint

Fri, 30 Oct 2026 00:00:00 +0000

Prerequisites

A Paperplane workspace where you have the Admin role — only admins can set up connectors. The SharePoint import is included on every plan, including Free.
A Microsoft work or school account with access to the SharePoint site and content you want to import.
Permission to authorize Paperplane if your Microsoft 365 organization restricts third-party apps.

Steps

Open Integrations in Paperplane.
Choose Microsoft SharePoint, give the connector a name, and select “Continue to Microsoft SharePoint”.
Sign in on Microsoft’s own page with the work or school account that can access the site.
Review the access Microsoft shows you and confirm it. Paperplane uses Microsoft’s authorization flow; you never type your Microsoft password into Paperplane itself.
After Microsoft returns you to Paperplane, search for the SharePoint site by name or URL and open it.
Choose a document library or a folder within it, then start the import. See Choose folders, file types, and run an import for supported formats and job results.

Screenshot pending The Microsoft SharePoint connector in Paperplane after authorization, showing site search and a selected document library or folder ready to import.

Expected result

The SharePoint account appears as a connector. Paperplane runs a one-time import of supported files from the selected document library or folder and its subfolders. The documents become searchable alongside direct uploads. This is not a continuous sync: use “Import another folder” or run the connector again when you want to bring in additional or newer files.

Connect and synchronize Outlook

Fri, 30 Oct 2026 00:00:00 +0000

Prerequisites

A Paperplane workspace where you have the Admin role — only admins can set up connectors.
A paid plan, or a free workspace within its 30-day trial of premium features — email integrations are a premium feature.
A Microsoft work, school or personal account with the Outlook mailbox you want to connect.
Permission to authorize Paperplane if your organization restricts access to third-party apps.

Steps

Open Integrations in Paperplane.
Choose Microsoft Outlook, give the connector a name, and select “Continue to Microsoft Outlook”.
Sign in on Microsoft’s own page with the account whose mailbox you want to connect.
Review the access Microsoft shows you and confirm it. Paperplane uses Microsoft’s authorization flow and reads only the signed-in mailbox; you never type your Microsoft password into Paperplane itself.
After Microsoft returns you to Paperplane, choose the date to import messages from, the sync frequency (every 15 minutes, hourly, every 6 hours, every 12 hours or daily), and the attachment file types to import. Activate the sync to start the first job.

Screenshot pending The Microsoft Outlook connector setup in Paperplane, showing the Microsoft authorization action and the schedule and attachment-type settings.

Expected result

The Outlook account appears as a connector and starts its first sync. Paperplane imports matching file attachments from Inbox, Sent, Archive and folders you created yourself. Drafts, Junk, Deleted Items, hidden folders and search folders are excluded. Later jobs collect new matching attachments on the schedule you selected. Imported documents remain in your archive if you disconnect the mailbox.

A practical GDPR-aware checklist for managing business documents

Wed, 19 Aug 2026 00:00:00 +0000

Controlled sharing links are one small, concrete piece of a larger GDPR-aware document workflow.

GDPR compliance isn’t a checkbox you tick once. It’s a set of ongoing habits around how personal data — including personal data that shows up inside ordinary business documents like invoices, contracts, and HR records — is collected, stored, shared, and eventually deleted. This checklist covers the document-handling side of that work: the practical questions worth asking about your day-to-day archive, independent of any particular software.

Ask the archive a question

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

A Paperplane workspace with at least one uploaded or imported document.
The document has finished processing. A document usually becomes searchable a short time after upload or import — see Indexing, availability, and plan limits.
AI archive questions left in your monthly allowance. Every user has a monthly allowance that depends on the workspace’s plan — see pricing.

Steps

Open your archive and select Ask archive in the toolbar, or press Ctrl+K (Cmd+K on a Mac). You can also press Shift twice to open quick search and switch to the AI search tab.
Type your question in plain language, the way you’d ask a colleague. Mention the document or topic if you already know it, for example: “What does the lease say about the notice period?”
Send the question.
Read the answer. Below it, numbered source references such as [1] name each document the answer was drawn from; in the Ask archive window they also show the page or pages.
Open a source reference to check the underlying passage yourself — see Read and open source references.
If the answer isn’t quite right, ask a follow-up question in the same conversation or rephrase — see Write effective archive questions.

Paperplane answers from your archive content and links back to the source document.

Expected result

You get an answer drawn from your own documents, together with one or more source references you can open and check. If the archive doesn’t contain enough relevant material, Paperplane is designed to tell you that directly rather than guess — this is expected, intentional behavior, not an error.

Choose folders, file types, and run an import

Wed, 19 Aug 2026 00:00:00 +0000

This article applies to every Paperplane connector — Google Drive, SharePoint, Dropbox, file servers (FTP, FTPS, SFTP), Gmail, Outlook and IMAP mailboxes. The connectors work in two ways:

Google Drive, SharePoint, Dropbox and file servers run one-time folder imports. You pick a document library or folder, and Paperplane copies its supported files once. They are included on every plan, including Free.
Gmail, Outlook and IMAP sync on a schedule. You pick a start date, a sync frequency, and the attachment file types, and Paperplane keeps importing attachments from new messages. Email integrations are a premium feature, available on paid plans and during a free workspace’s 30-day trial.

Prerequisites

The Admin role in your workspace — only admins can set up connectors and start imports.
At least one connector already connected. See the setup article for Google Drive, SharePoint, Dropbox, Gmail, Outlook, IMAP, or file server/SFTP.
A sense of which folders, mailboxes, and file types actually matter — importing everything at once can bring in more than you need, and every imported file counts toward your plan’s document limit.

Steps

Open the connector on the Integrations page.
For Google Drive, SharePoint, Dropbox and file servers: browse to the document library or folder you want, then select it to import that folder and its subfolders, or import the account root. The import starts right away. Paperplane imports the file types it supports — PDF, Word, Excel, PowerPoint, PNG, JPEG, TIFF, HEIC/HEIF images, plain text, Markdown, and CSV — and skips everything else.
For Gmail, Outlook and IMAP: choose the date to import messages from, the sync frequency (every 15 minutes, hourly, every 6 hours, every 12 hours, or daily), and which attachment formats to import. At least one file type is required. Then activate the sync; the first sync starts right away.
Watch the connector card: it shows the status of the latest job and when the connector last synced successfully.
When a job finishes, open the connector’s details and review the job history. For each job it shows how many files or attachments were discovered, imported, skipped, and failed.
To bring in more from a drive or file server, open the connector and use “Import another folder”. For Gmail, Outlook and IMAP, change the sync frequency or file types in the connector’s settings at any time.

Screenshot pending A connector's details dialog showing the remote folder explorer with an import button, followed by the job history table with discovered, imported, skipped, and failed counts.

Expected result

Imported files and attachments land in a folder Paperplane creates for each connector, keeping the subfolder structure of drive and file-server imports. They become searchable through both quick search and AI archive search, exactly like directly uploaded documents. The job history gives you a record of what happened in each run. Drive and file-server imports run once per folder you choose; Gmail, Outlook and IMAP connectors keep syncing new messages on their schedule, and files that were already imported are not imported again.

Connect a file server through SFTP

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

A Paperplane workspace where you have the Admin role — only admins can set up connectors. The file server import is included on every plan, including Free.
An existing file server reachable from the internet over SFTP (recommended), FTPS, or FTP, with a host, port, and credentials for an account that has read access to the files you want to import.
For SFTP, ideally the server’s SHA256 host-key fingerprint, so Paperplane can verify it is talking to the right server.
Coordination with whoever manages the file server, if you’re not the administrator yourself.

Steps

Open Integrations in Paperplane.
Choose FTP / FTPS / SFTP, give the connector a name, and pick the protocol: SFTP, FTPS (explicit or implicit TLS), or FTP. Plain FTP does not encrypt credentials or files, so Paperplane asks you to confirm that explicitly.
Enter the server host and port.
Enter the username and the password (or key passphrase). For SFTP, you can paste a private key instead of using a password.
For SFTP, enter the host-key SHA256 fingerprint. Without it, Paperplane cannot verify the server’s identity.
Select “Test connection and continue”. Paperplane signs in to the file server with the details you provided.
Once the connection succeeds, browse to the folder you want to import and select it to start the import; see Choose folders, file types, and run an import.

Screenshot pending The file server connector form in Paperplane's integrations area, with fields for protocol, host, port, credentials, private key, and SFTP host-key fingerprint.

Expected result

Your file server appears as a connector in Paperplane. When you choose a folder, Paperplane runs a one-time import: supported files from that folder and its subfolders are copied into a folder Paperplane creates for this connector, where they become searchable alongside directly uploaded documents. This is not a continuous sync — files added to the server later are not picked up automatically. To bring in more, open the connector and use “Import another folder”.

Connect an IMAP mailbox

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

A Paperplane workspace where you have the Admin role — only admins can set up connectors.
A paid plan, or a free workspace within its 30-day trial of premium features — email integrations are a premium feature.
An IMAP-compatible mailbox — this works for providers other than Gmail, as long as they support IMAP access.
Your mailbox’s IMAP server host and port, plus a username and password (or an app-specific password, if your provider requires one for third-party mail clients).

Steps

Open Integrations in Paperplane.
Choose IMAP mailbox and give the connector a name.
Enter the IMAP host and port your provider publishes for IMAP access.
Enter your mailbox username and password (or app-specific password).
Choose the date to import messages from, the sync frequency (every 15 minutes, hourly, every 6 hours, every 12 hours, or daily), and the attachment file types to import.
Select “Test mailbox and start sync”. Paperplane signs in to the mailbox with the details you provided and starts the first sync. See Choose folders, file types, and run an import for details on file types and job results.

Screenshot pending The IMAP connector form in Paperplane's integrations area, with fields for host, port, username, password, start date, sync frequency, and file types.

Expected result

Your mailbox appears as a connector in Paperplane. Like Gmail, an IMAP connection keeps running: the first sync imports attachments from messages since the date you chose, and every later sync, on the frequency you set, picks up attachments from new messages. Only attachments in the file types you selected become documents; each one keeps details of the message it came from, such as sender, subject, and date. They are searchable alongside directly uploaded documents.

Connect and import from Dropbox

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

A Paperplane workspace where you have the Admin role — only admins can set up connectors. The Dropbox import is included on every plan, including Free.
A Dropbox account with access to the files you want to bring into Paperplane.
Permission to grant Paperplane access to that Dropbox account, if it belongs to a business team that restricts third-party app access.

Steps

Open Integrations in Paperplane.
Choose Dropbox, give the connector a name, and select “Continue to Dropbox”.
Paperplane redirects you to Dropbox’s own sign-in and consent screen. Sign in with the Dropbox account that holds the files you want to import.
Review what Dropbox shows you and confirm access. You are authorizing Paperplane through Dropbox’s flow — you never type your Dropbox password into Paperplane itself.
Once Dropbox returns you to Paperplane, the connection is active. Browse to the folder you want to import and select it to start the import; see Choose folders, file types, and run an import.

Screenshot pending The Dropbox connector screen in Paperplane's integrations area, showing the connect button before authorization.

Expected result

Your Dropbox account appears as a connector in Paperplane. When you choose a folder, Paperplane runs a one-time import: supported files from that folder and its subfolders are copied into a folder Paperplane creates for this connector, where they become searchable alongside directly uploaded documents. This is not a continuous sync — files you add to Dropbox later are not picked up automatically. To bring in more, open the connector and use “Import another folder”.

Connect and import from Google Drive

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

A Paperplane workspace where you have the Admin role — only admins can set up connectors. The Google Drive import is included on every plan, including Free.
A Google account with access to the Drive files you want to bring into Paperplane.
Permission to grant Paperplane access to that Google account, if it belongs to an organization that restricts third-party app access.

Steps

Open Integrations in Paperplane.
Choose Google Drive, give the connector a name, and select “Continue to Google Drive”.
Paperplane redirects you to Google’s own sign-in and consent screen. Sign in with the Google account that holds the files you want to import.
Review what Google shows you and confirm access. You are authorizing Paperplane through Google’s flow — you never type your Google password into Paperplane itself.
Once Google returns you to Paperplane, the connection is active. Browse to the folder you want to import and select it to start the import; see Choose folders, file types, and run an import.

Google Drive connects through Google's own sign-in screen, so your Google password never touches Paperplane.

Expected result

Your Google Drive account appears as a connector in Paperplane. When you choose a folder, Paperplane runs a one-time import: supported files from that folder and its subfolders are copied into a folder Paperplane creates for this connector, where they become searchable alongside directly uploaded documents. This is not a continuous sync — files you add to Google Drive later are not picked up automatically. To bring in more, open the connector and use “Import another folder”.

Connect and synchronize Gmail

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

A Paperplane workspace where you have the Admin role — only admins can set up connectors.
A paid plan, or a free workspace within its 30-day trial of premium features — email integrations are a premium feature.
A Gmail account that receives the invoices, contracts, or other documents you want in your archive.
Permission to grant Paperplane access to that Gmail account, if it belongs to an organization that restricts third-party app access.

Steps

Open Integrations in Paperplane.
Choose Gmail, give the connector a name, and select “Continue to Gmail”.
Paperplane redirects you to Google’s own sign-in and consent screen, the same flow used for Google Drive. Sign in with the Gmail account you want to connect.
Review what Google shows you and confirm access. You are authorizing Paperplane through Google’s flow — you never type your Gmail password into Paperplane itself.
Once Google returns you to Paperplane, finish the setup: choose the date to import messages from, the sync frequency (every 15 minutes, hourly, every 6 hours, every 12 hours, or daily), and the attachment file types to import. Then select “Activate Gmail sync”. See Choose folders, file types, and run an import for details on file types and job results.

Screenshot pending The Gmail connector screen in Paperplane's integrations area, showing the connect button before Google sign-in.

Expected result

Your Gmail account appears as a connector in Paperplane. Unlike the drive connectors, Gmail works on messages rather than a folder tree, and it keeps running: the first sync imports attachments from messages since the date you chose, and every later sync, on the frequency you set, picks up attachments from new messages. Only attachments in the file types you selected become documents; each one keeps details of the message it came from, such as sender, subject, and date. They are searchable alongside directly uploaded documents.

Create a workspace and choose a plan

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

An email address you can use to sign in.
A decision on how you use Paperplane: Personal for your own documents, or Business for a company. This decides prices and tax handling, not how many people can join — every plan supports unlimited workspace members.
If you’re setting up for a business, the company details and VAT ID you want attached to billing.

Steps

Open Paperplane, create your account, and confirm your email address.
Start the workspace setup and choose Personal or Business. Personal plans are priced including VAT; business plans are priced excluding VAT and ask for your company’s VAT ID.
Enter the workspace details: a workspace name (for a business, usually your company or team name), the workspace language (German or English), your country, and the billing contact.
Compare the available plans. Plans apply to the whole workspace, not per person, and differ in how many documents they hold and how many AI archive questions each member can ask per month. See the pricing page for current limits and prices.
Select a plan. Free is available for personal and business workspaces and includes documents, search, AI archive search, and one-time imports from Google Drive, SharePoint, Dropbox and file servers. A free workspace also gets a 30-day trial of the premium features: signing, sharing, email integrations, and the audit log.
For a paid plan, choose monthly or annual billing, review the summary, and complete the payment.
Invite other people from Workspace settings once the workspace is ready. Invitees can join as Member or Admin.

Screenshot pending The plan-selection step of the workspace setup, showing plan cards with their document limits and AI-question allowances.

Expected result

You land in an empty workspace with your chosen plan active. The archive is ready to receive documents, and anyone you invite from workspace settings receives an email to join.

Create and send a signature request

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

A workspace on a paid plan, or a free workspace during its 30-day trial of premium features — signing is a premium feature.
The PDF you want signed, already in your archive and finished processing. See Upload your first documents if you haven’t added it yet.
The email address the recipient will use to open the signature link. The recipient doesn’t need a Paperplane account.

Steps

Open the PDF in your archive that you want signed.
Select Request signature on the document.
Enter the recipient’s email address. Each request goes to one recipient; for more than one signer, create a separate request for each person.
Select Send signature request. You don’t set a deadline yourself: every request can be signed for 30 days from the moment you send it.
Paperplane emails the recipient a protected signature link. The dialog also shows the complete link once so you can copy it — it isn’t shown again.
The request appears under Signatures with the status Open.

Screenshot pending The signature request dialog with the recipient's email address filled in.

Expected result

The recipient receives an email with a protected link to the document. Under Signatures you see the request as open and can track its progress as the recipient verifies their email address, signs, and — for a simple signature or an uploaded signed PDF — waits for your review.

Document management software: advantages, limitations, and when it’s worth it

Wed, 19 Aug 2026 00:00:00 +0000

Uploading a document and extracting its text is the first step most document-management tools take.

Most people don’t wake up wanting “document management software.” They wake up unable to find a lease, a warranty, or last year’s tax invoice, and twenty minutes later they’re scrolling through an inbox search that returns nothing useful. Document-management software exists to make that moment rare. Whether it’s worth adopting depends less on the marketing copy and more on how your documents actually behave today.

Email and cloud drives are not an archive

Wed, 19 Aug 2026 00:00:00 +0000

Importing from a drive is not the same as having an archive — it's one input into one.

Ask most small businesses “where are your documents,” and the honest answer is: everywhere. A contract lives in an email thread from 2022. The signed version is on someone’s Google Drive. The invoice for the same project is in Dropbox, forwarded from an accountant. A related PDF is sitting in a downloads folder because someone opened it once and never filed it. None of this is unusual. It’s also not an archive — it’s just the accumulated residue of getting work done.

Find documents with quick search

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

A workspace with documents that have finished background processing. See Upload your first documents.

Steps

Open quick search: click the search box, or press Shift twice anywhere in the app.
Type a word or phrase — a filename, an amount, a company name, or any term you expect to appear in the document itself.
Review the results. Quick search looks at both filenames and the text Paperplane extracted from each document, including OCR text from scans in German and English, so a term inside a scanned invoice or contract can surface it even if it’s not in the filename. It combines exact keyword matches with matches by meaning, so related wording can also find a document.
Open a result to view the document, or refine your search terms if you get too many or too few matches.

Quick search looks at filenames and extracted document text across your whole archive.

Expected result

You see a list of documents whose filename or extracted text matches your search term, across every folder you have access to.

From keyword search to archive questions: using AI without losing the source

Wed, 19 Aug 2026 00:00:00 +0000

AI archive search answers a question and points back to the document it came from.

For twenty years, “searching your documents” has meant one thing: typing a word you remember and hoping it appears in a filename or the visible text. That works when you remember the right word. It falls apart the moment you don’t — when you remember the gist of a document but not its title, or when the answer you need is scattered across two or three files instead of sitting in one place.

Indexing, availability, and plan limits

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

A Paperplane workspace on any plan, free or paid.
Documents uploaded directly, or imported through a connected email account or drive.

Steps

Upload a document directly, or bring documents in through an integration: Gmail, Outlook and IMAP mailboxes sync on a recurring schedule, while Google Drive, SharePoint, Dropbox and file servers (FTP, FTPS or SFTP) are imported once per folder you choose.
Allow a short time after upload or import for background processing — Paperplane extracts the text (including OCR for scanned documents, in German and English), splits it into page-aware passages, and indexes them before the document becomes searchable through AI archive search.
Ask your question once processing has finished. Directly uploaded documents and integration-imported documents are searched together in the same archive — there’s no separate index per source.
For questions with a specific, findable answer — a clause, a figure, a date, a condition — expect a grounded answer with source references once the relevant document is indexed.
For questions that ask for totals or counts across your whole archive, such as “how many invoices do we have in total,” use quick search or your own records instead. Archive search retrieves and reasons over a bounded set of relevant passages; it does not deterministically scan every document in your archive to produce a count.
Track your monthly usage: the AI archive search window shows how many questions you have left this month. Each user has their own monthly allowance, which depends on the workspace’s plan — see pricing for current allowances.
If you need more questions, move the workspace from the Free plan to a paid plan, which includes a larger allowance per user, or wait for the reset at the start of the next calendar month.

Screenshot pending The plan comparison view highlighting each plan's monthly AI archive question allowance per user.

Expected result

Newly uploaded or imported documents become searchable through AI archive search a short time after processing finishes. Every plan carries a monthly AI-question allowance per user. Specific, content-level questions get grounded answers; exhaustive counts and totals across the whole archive are outside what archive search is designed to do.

Organize files and folders

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

A workspace with at least a few uploaded documents. See Upload your first documents.

Steps

Open your archive and go to the folder view.
Create a new folder and give it a name that reflects how you think about your documents — for example “Invoices”, “Contracts”, or a project or client name. Businesses often mirror their existing filing structure; private users often organize by year or by topic.
Create subfolders where it helps, such as a folder per year inside “Invoices” or a folder per client inside “Contracts”.
Move existing documents into folders by selecting them and choosing “Move items”, or by dragging them onto a folder.
Rename or delete folders as your structure evolves — moving documents between folders doesn’t affect their extracted text or searchability. Deleted items go to the trash, where you can restore them for 30 days.

Screenshot pending The archive's folder view with a small folder tree on the left and documents listed on the right, including a drag-and-drop move in progress.

Expected result

Your documents sit inside a folder structure you chose. Browsing a folder shows only the documents inside it, while quick search and AI archive search still cover every folder you have access to.

Read and open source references

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

You’ve asked the archive a question and received an answer — see Ask the archive a question.
The cited document is still present in your archive.

Steps

Look below the answer for its source references. Each one carries a number, such as [1], and names the document; in the Ask archive window it also shows the page or pages and a short excerpt of the passage.
Select a source reference to open the document it points to.
Go to the page named in the reference, where one is shown, to find the passage behind the answer directly, without searching the whole document yourself.
Compare that passage with the answer to confirm it actually supports what was said.
If the answer drew on more than one document, open each source reference in turn.
Return to the answer to continue your original question or ask a follow-up.

Every source reference links back to a real document and the location the answer came from.

Expected result

The cited document opens, and the page named in the reference tells you where to look. Every source reference genuinely points to a real passage that Paperplane actually retrieved from your archive — answers that cite anything else are rejected before you ever see them, so you can trust that what’s linked is real and check it in context.

Resolve signature link problems

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

The signature request in question, either as sender (under Signatures in Paperplane) or recipient (from your email link).
As the recipient: the signing deadline shown on the signature page. Every request can be signed for 30 days after it was sent.

Steps

Open the request and check its status first — this determines what, if anything, can be done.
If the sender sees Expired, or the recipient sees that the signing deadline has passed, the 30 days ended before the request was signed. As the sender, create a new signature request, which starts a new 30-day period. As the recipient, ask the sender to send a new one.
If the sender sees Revoked, the sender revoked the link before the request was completed. The recipient then sees that the link is unavailable. As the recipient, contact the sender if you still expect to sign; only they can send a replacement.
If the sender sees Rejected, the sender rejected the submission permanently and the reason was emailed to the recipient. The request can’t be signed again; the sender has to send a new one.
If the page says the link is unavailable for another reason, the request may have been revoked, the document deleted, or the link copied incompletely. Use the complete link from the original email.
If none of the above resolves it, the sender should check the request status under Signatures and, if needed, send a new request.

Expected result

You understand why the request stopped working and know the next concrete step: retry from the original link, or have the sender issue a new request. An expired, revoked, or rejected request can’t be completed as-is — a new request is required to continue.

Review and manage signature submissions

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

A signature request you sent, with a submission that needs review, or one you want to revoke or download.
Access to Signatures in your workspace.

Steps

Open Signatures and find the request. Paperplane also notifies you when a recipient submits a signature.
Check its status: Open, Awaiting review, Completed, Rejected, Expired, or Revoked.
Open a request that is awaiting review. Submissions made by signing directly or by uploading a signed PDF always need your review. Download the submission and compare the signed result against the original document.
Approve the submission if it’s correct: enter the file name, choose the destination folder, and select Approve and archive. The signed PDF is stored as a new document in your archive, the request moves to Completed, and the recipient receives an email with the outcome.
Reject the submission if it’s not acceptable: select Reject permanently and enter a reason, which Paperplane emails to the recipient. A rejected request can’t be signed again — send a new request if the recipient should try again.
Select Revoke link if you no longer want the recipient to use the link. This is possible at any time until the request is completed; a submission still awaiting review is discarded.
Select Open signed PDF on a completed request, or find the signed PDF in the folder you chose, and download it like any other document. The recipient can download the approved signed PDF through their link.

Expected result

Every submission that requires review ends in either an approved, completed request with the signed PDF stored in your archive, or a rejected request. Requests you revoke before completion stop accepting further action from the recipient.

Share a document securely

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

A document already in your archive. See Upload your first documents.
A paid plan, or a free workspace within its 30-day trial of premium features — sharing is a premium feature.
The email address of the person you’re sharing with, if you want to limit the link to specific recipients.

Steps

Open your archive and find the document you want to share — use quick search if you don’t remember where it is.
Select the document and choose “Share”. You can share a whole folder the same way.
Choose who can open the link:
- Anyone with the link — optionally protected with a password.
- Specific email recipients — each recipient confirms their email address with a one-time code before the document opens.
- People in this workspace — only signed-in members of your workspace.
Choose “Create link”. Paperplane creates a read-only link rather than attaching the file to an email. Copy it right away — the complete link is shown only once. For specific recipients, you can also tick “Email the link to these recipients now” and let Paperplane send it.
Manage the share afterward: the sharing dialog lists every existing link with its access mode and recipients, and you can revoke any link there.

Sharing creates a protected link to the document instead of sending it as an email attachment.

Expected result

The recipient can view the document through the protected link — for “Anyone with the link” and “Specific email recipients” without needing a Paperplane account. The link is read-only, the original document stays in your archive, and the link keeps working until you revoke it.

Sign directly in the PDF

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

An open signature request. You’ll need the protected link sent to your email. You don’t need a Paperplane account.
A device with a mouse, touchscreen, or trackpad to draw with — or a signature image file if you’d rather upload one.
Access to the inbox the request was sent to, since you verify that email address with a one-time code before signing.

Steps

Open the protected signature link from your email.
Verify your email address with the one-time code Paperplane sends you. See Verify a protected signature link by email.
Review the PDF you’ve been asked to sign. You can also download it first.
Under Sign directly in the document, select Open signing editor.
Draw your signature with your mouse or finger, or upload an image of your signature instead.
Drag the signature to where it belongs on the page and use its corner to resize it. Paperplane adds your email address and, on submission, the signing time to the signature.
Confirm that the mark is your electronic signature and submit it.

After you submit, the signed PDF and the request status appear together in Paperplane.

Expected result

Your signature is placed on the PDF and submitted to the sender, who reviews it and approves or rejects it. You receive an email with the outcome. Once approved, the request is complete, the signed PDF is stored in the sender’s archive, and you can download it through your link.

Upload your first documents

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

A workspace with an active plan. See Create a workspace and choose a plan.
Documents on your device — PDFs, scans, images, or common office files.
Room left within your plan’s document limit; the sidebar shows how many documents you use, and the pricing page lists the limit for each plan.

Steps

Open your archive and go to the folder where the documents should go.
Drag files onto the page, or choose “Upload” and select files from your device. You can select several documents at once — invoices, contracts, correspondence, or any file you want in your archive. ZIP archives are extracted, so their contents arrive as individual documents.
Confirm the upload. Paperplane starts moving the files into your archive right away.
Wait while Paperplane processes each document in the background: it extracts the text (using OCR for scans and photos, in German and English) and recognizes metadata such as the invoice number, VAT ID, document date, amount in euros, and language, each with a confidence score.
Check the archive view — newly uploaded documents appear with a processing status until processing finishes. You can add tags and notes to any document yourself.

Uploaded documents are processed in the background so they become searchable automatically.

Expected result

Your documents appear in the archive. Once background processing completes, each document’s filename and extracted text are searchable with quick search, and the content is available to AI archive search as well.

Verify a protected signature link by email

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

A signature request email with a protected link, sent to the address the sender entered.
Access to that email inbox, since the one-time code is sent there.

Steps

Open the protected signature link from the email you received.
Enter the email address the request was sent to and select Send code.
Check your inbox for a six-digit one-time code from Paperplane.
Enter the code and select Verify code.
Continue to the document once verification succeeds.

Expected result

You reach the signature request itself — the source PDF, the signing deadline, and the available signing methods. Verification confirms you’re the intended recipient before any document content is shown.

Write effective archive questions

Wed, 19 Aug 2026 00:00:00 +0000

Prerequisites

You know how to ask the archive a question — see Ask the archive a question.
At least one processed document in your archive to ask about.

Steps

Ask about one document or topic at a time instead of combining several unrelated questions into one message.
Be specific about what you want to know rather than asking for a broad summary. “What does the lease say about the notice period?” works better than “Tell me about the lease.”
Name the document or a distinguishing detail if you know it, for example “the invoice from Elektro Huber in March” instead of just “the invoice.”
Ask one clear question per message. If you have a second question, send it as a follow-up rather than stacking multiple questions together.
If the answer says there’s no evidence, rephrase using different wording — the archive may hold the information under different terms than you used.
If rephrasing still returns no evidence, confirm the document was actually uploaded or imported and has finished processing — see Indexing, availability, and plan limits.
For totals or counts across many documents, use quick search or your own records instead — archive search isn’t built to produce exhaustive counts across your whole archive.

Screenshot pending The AI archive search question field, showing a specific, well-formed question and its grounded answer.

Expected result

More precise, well-grounded answers with clear source references, and fewer “no evidence” responses caused by vague or overly broad phrasing.

Acceptable Use and Illegal Content Notice

Mon, 01 Jan 0001 00:00:00 +0000

Acceptable use

You may use PaperPlane only lawfully and within the contract. You must not use the service to:

store, import, share or transmit content that is unlawful or infringes another person’s rights;
distribute malware, phishing, unsolicited bulk messages or instructions intended to compromise systems or accounts;
exploit or sexualise children, facilitate violence or illegal trade, or process content whose possession is prohibited;
attempt unauthorised access, bypass limits or security controls, probe other tenants, or disrupt the service;
use another person’s identity or send sharing/signature requests without an appropriate basis;
use AI output as the sole basis for decisions producing legal or similarly significant effects about a person; or
resell or systematically scrape the service unless expressly agreed.

Automated imports must respect source-provider rules and third-party rights. Business customers must establish lawful instructions and access controls for their users.

AI archive search

Mon, 01 Jan 0001 00:00:00 +0000

Two ways to find a document

Use quick search when you remember something written in the document. Use AI search when you know the question but not where the answer is. Dates, invoice numbers, VAT IDs and amounts are extracted on arrival, each with a confidence score. With a keyboard, press Shift twice to try quick search on this site.

Cookie and Browser Storage Notice

Mon, 01 Jan 0001 00:00:00 +0000

PaperPlane currently uses only storage needed to provide requested functions or remember a user preference. We do not currently use advertising cookies or website analytics. Therefore no optional cookie is placed before consent. If optional tracking is added, this notice and the consent control will be updated before it is enabled.

Data Export and Switching Policy

Mon, 01 Jan 0001 00:00:00 +0000

During the contract

Customers can download individual original documents and generated signed versions through the application. Workspace administrators may request a complete export by emailing hello@codeandcomments.at from their registered address with the workspace name and required data categories.

A complete export can include original documents, available metadata, folder structure, notes, share/signature records and other customer-generated data to the extent exportable without exposing another person’s secrets, security data or legally restricted records. Data is supplied in commonly used, machine-readable formats such as original file formats, JSON and CSV. Derived security controls, provider credentials, internal risk signals and proprietary model parameters are not exportable customer data.

Data Processing Agreement

Mon, 01 Jan 0001 00:00:00 +0000

This Data Processing Agreement (“DPA”) forms part of the PaperPlane Terms between the Business customer (“Controller”) and code & comments kg (“Processor”). It takes effect when the Controller uses PaperPlane to process personal data for which it determines purposes and means. GDPR article references include corresponding provisions of applicable EEA data-protection law.

Email and drive integrations

Mon, 01 Jan 0001 00:00:00 +0000

Stop downloading things just to upload them again

Useful documents rarely arrive as direct uploads: they come in as email attachments and sit in drives and file servers you already use. Paperplane brings them into your archive and indexes them for quick search and AI search, right alongside anything you upload.

Imprint

Mon, 01 Jan 0001 00:00:00 +0000

Information pursuant to § 5 Austrian E-Commerce Act (ECG), § 14 Austrian Commercial Code (UGB) and § 25 Austrian Media Act (MedienG).

Service provider and media owner

code & comments kg
Hörnesgasse 19/16
1030 Vienna
Austria

Email: hello@codeandcomments.at
VAT identification number: ATU76226549
Commercial register number: FN 544299s
Commercial register court: Commercial Court Vienna
Legal form: limited partnership (Kommanditgesellschaft)

Privacy Notice

Mon, 01 Jan 0001 00:00:00 +0000

Version: 30 October 2026. This notice applies to the PaperPlane website, application, support, billing, document-processing, integration, sharing and signature services.

1. Controller and contact

code & comments kg
Hörnesgasse 19/16, 1030 Vienna, Austria
Email: hello@codeandcomments.at

No data protection officer is currently appointed. Privacy requests can be sent to the address above. We will publish dedicated officer contact details here if an appointment becomes required.

Service Providers and Subprocessors

Mon, 01 Jan 0001 00:00:00 +0000

This register identifies material providers used by PaperPlane. A provider is a subprocessor only where it processes Business-customer personal data on our behalf. Payment and user-selected source providers may instead act as independent controllers under their own legal duties and agreements.

Sharing and signatures

Mon, 01 Jan 0001 00:00:00 +0000

Instead of attaching a file to an email, create a share link for a document or a whole folder. Each link has one of three access modes:

Anyone with the link, without a Paperplane account.
Specific email recipients, who confirm their address with a one-time code before the document opens.
People in this workspace, for sharing with colleagues who already have access to Paperplane.

Sign directly in the PDF

Draw with a mouse or finger, or upload a signature image, and place it on the PDF. This simple electronic signature works in any modern browser and suits everyday documents. Not every document or legal act accepts an electronic signature, so check the requirements for your document before using this method.

Terms of Service

Mon, 01 Jan 0001 00:00:00 +0000

Version: 30 October 2026. The German version is authoritative. These Terms apply to contracts concluded from the version date onward.

1. Provider and scope

PaperPlane is provided by code & comments kg, Hörnesgasse 19/16, 1030 Vienna, Austria, FN 544299s, VAT ID ATU76226549 (“we”). These Terms govern the PaperPlane software-as-a-service offering for consumers (“Personal customers”) and persons acting for a business or organisation (“Business customers”). Individual agreements take precedence.

Your core archive lives in the EU

Mon, 01 Jan 0001 00:00:00 +0000

Built for Austria and the EU

Metadata extraction understands VAT IDs from Austria, Germany and Switzerland, and amounts in euro. Paperplane also offers simple electronic signatures.

EU-style billing

Personal plans are shown with VAT included; business plans are shown net, with VAT or the reverse-charge mechanism applied where required. See the pricing page for every plan.