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# Document extraction schema

Define exactly what each field means before extracting it. An output can follow the correct structure while still containing wrong values or claims unsupported by the document.

[By Stolen Orbit](https://stolenorbit.com/en/about/) Revision 2026-09-24

## When to use it and what to produce

[Source for this section](https://stolenorbit.com/en/templates/document-extraction-schema/#template-purpose)

When extracting information from requests, confirmations, invoices or other documents for transfer into an operating system.

A schema for each document family with field meanings, validation rules, evidence and missing-data behaviour.

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## 1\. Define document and destination

[Source for this section](https://stolenorbit.com/en/templates/document-extraction-schema/#document)

Separate document families that use the same labels with different meanings. Describe the output needed by the process instead of collecting every available detail.

**See a worked example**

Illustrative example: extract a supplier order confirmation to compare with the original purchase order. Do not treat a quotation as confirmation merely because it contains codes and prices.

**Family, formats and variations**

List included documents, languages, scans, attachments and versions requiring exclusion or separate handling.

**Destination and use of fields**

Explain which system receives the data and which decisions or actions depend on it.

**Document and line identity**

Define stable reference, version and how lines, pages and duplicate documents are distinguished.

## 2\. Specify the fields

[Source for this section](https://stolenorbit.com/en/templates/document-extraction-schema/#fields)

Complete one entry per field. Distinguish information present in the document from values calculated using an explicit, verifiable rule.

**See a worked example**

Illustrative example: “delivery\_date” means a date explicitly assigned to delivery, not document issue. If the document says “to be agreed”, leave it empty and record why.

**Name, meaning and requirement**

Describe field, type and when it is required; clarify ambiguous labels such as date or total.

**Format, units and normalisation**

Specify date format, currency, separators, units and allowed transformations while preserving the original value.

**Evidence and missing value**

Require a page or text reference; define the result when a field is absent or ambiguous.

## 3\. Check before use

[Source for this section](https://stolenorbit.com/en/templates/document-extraction-schema/#validation)

Combine deterministic checks with review of ambiguities. Do not silently correct amounts or identifiers just to pass validation.

**See a worked example**

Illustrative example: quantity multiplied by unit price differs from the line total. Preserve both values and request review instead of inventing a discount to explain the difference.

**Field and cross-field checks**

List formats, total consistency, master-data matches and rules with explicit tolerances.

**Review conditions**

Define critical fields, conflicts and unreadable documents that must stop a write.

**Test cases and correct references**

Prepare ordinary, missing and conflicting examples with results verified by someone familiar with the documents.

## Pitfalls to avoid

[Source for this section](https://stolenorbit.com/en/templates/document-extraction-schema/#template-pitfalls)

-   Using a field name without defining its operational meaning.
-   Filling missing information with plausible guesses.
-   Treating valid JSON as proof that the extracted data is correct.

[Turn documents into usable data, with checks at every handoff.](https://stolenorbit.com/en/services/ai-document-data-extraction/)

[Compare supplier quotes through a reviewable procurement workflow.](https://stolenorbit.com/en/resources/procurement-quote-comparison-workflow/)

[Prepare data for AI by checking one process, not the entire archive.](https://stolenorbit.com/en/resources/data-readiness-for-ai/)

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## Turn the question into a next step.

-   [Use what you have, connect it, or build the missing part?](https://stolenorbit.com/en/resources/native-automation-connectors-custom-integrations/)
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-   [System integration map](https://stolenorbit.com/en/templates/integration-map/)