File Management
Your forms, source documents, and filled PDFs - stored securely in Microsoft Azure, available when you need them, gone when you don't
Overview
Every file that passes through Instafill.ai falls into one of three categories: form templates you upload and fill repeatedly, source documents you attach to sessions to provide the data, and filled PDFs produced after a session completes. Each type is handled differently depending on how it is used and how long it needs to be retained.
All files are stored in Microsoft Azure. Binary files - uploaded PDFs, source documents, filled outputs - are stored in Azure Blob Storage with storage-layer encryption. Text content extracted from source documents is encrypted at the application layer using workspace-scoped keys. Files from one workspace cannot be accessed in another. Full encryption details are on the Data Encryption & Security page.
For sensitive workflows, the "Remove files immediately after processing" option deletes all source files and the filled PDF from Instafill.ai servers as soon as the session completes - nothing is retained.
The Three File Types
Form templates
Form templates are the PDFs you upload to your Forms library. When you upload a form, Instafill.ai processes it to extract every field's name, type, and position on the page. The field set is hashed for deduplication - if a matching form already exists in the catalog, the new upload clones the existing field data rather than reprocessing. Common government forms (W-4, I-9, CMS-1500, 1003) that have already been indexed by other workspaces are available instantly with no processing wait.
Templates are stored persistently. The same template is reused every time you start a new session on that form. See Form Upload & PDF Conversion for how new templates are processed and what happens with flat PDFs and Word documents.
Source documents
Source documents are the files you attach to a session to give the AI the data it needs - resumes, prior applications, insurance cards, pay stubs, passport scans, or any document containing the relevant information. Processing status is available at GET /api/sessions/{session_id}/process-sources-status. Profile batch uploads support up to 10 files per request.
Non-PDF formats are converted before entering the fill pipeline: Word documents via Google Drive API or Adobe PDF Services; images (JPEG, PNG, TIFF) pre-processed for deskewing and contrast normalization, then passed to Google Cloud Vision API for OCR.
See Autofill from Multiple Sources for the full list of supported formats and how the AI maps content to form fields.
Filled PDFs
When a session completes, Instafill.ai produces a filled PDF and makes it available for download. In standard mode it is retained in the session record so you can return to it, download it again, or share it with a teammate for review. If you used the "Remove files immediately after processing" option, the filled PDF is deleted along with the source files after you download it.
Remove Files Immediately After Processing
For workflows involving sensitive data - patient health information, financial records, privileged legal documents, or any content you do not want stored after processing - Instafill.ai lets you delete everything as soon as a session completes.
How to enable it:
- Upload your form and provide your source data as normal
- Check the box labeled "Remove files immediately after processing" at the bottom right of the page
- Click Submit
Once the fill completes and you download the filled PDF, all source files and the filled PDF are permanently deleted from Instafill.ai's servers. Nothing is retained in any form.
What this means in practice:
- You cannot re-fill the form using the same session - you would need to start a new session and re-upload your sources
- Field explanations are not available for these sessions, since source documents are not kept after processing
- The option is designed for one-and-done workflows where the priority is zero data retention rather than convenience
Full walkthrough: Introducing "Remove files immediately after processing".
Reusing Files Across Sessions
The main benefit of standard file storage is reuse without re-uploading. Two mechanisms support this directly.
Source library - Add any document to your source library once. It is then available to attach to any future session without re-uploading. Useful for documents referenced frequently: a client's passport, a company letterhead, a standard certificate set.
Profiles - Store structured client or employee data as a profile. Profiles cover the standard identity fields on most forms and are available in any session without needing a source document upload at all.
Both can be used together in the same session - a saved profile covering identity fields alongside a session-specific attachment for documents not yet in the library.
Use Cases
| Situation | How file management fits in |
|---|---|
| Immigration practice | Client documents (passport, I-94, prior applications) saved to the source library once. Each new filing pulls from the library rather than re-uploading the same files per case |
| Healthcare credentialing | Physician's CV, license, and DEA certificate saved as profile files. Each new hospital credentialing packet pulls from the same saved set. See the teleradiology credentialing case study for a real example |
| PHI processing | "Remove files immediately after processing" enabled for every session. Source documents and filled PDFs are permanently deleted as soon as the session completes - no residual storage footprint |
| Legal document review | Filled PDFs retained in sessions for attorney review before download. The audit trail records which source document populated each field |
| API-driven automation | Source files passed as part of the request via the REST API - no manual upload required. Session results retrieved via the same API call |
Benefits
- Files stored in Azure Blob Storage with workspace-scoped encryption keys managed in Azure Key Vault
- Source library and profiles make frequently used documents available across sessions without re-uploading
- Standard mode keeps files for convenience; "Remove files immediately" deletes everything for maximum privacy
- Files from one workspace cannot be accessed in another, enforced at the authentication middleware level across all service layers
- Common government forms are deduplicated on upload - processed once and cloned for subsequent uploads, reducing indexing overhead
Security
All files are encrypted at rest. Binary files use Azure Blob Storage with encryption keys managed in Azure Key Vault. Text content extracted from source documents is encrypted using workspace-scoped application-layer keys - each workspace's keys are isolated and cannot decrypt content from another workspace.
Deleted files in standard mode enter a 30-day soft-delete trash period before permanent removal. Files processed through the email integration are deleted from storage 24 hours after processing. The "Remove files immediately" option bypasses the trash period entirely and deletes source files and output immediately on session completion.
Full details: instafill.ai/security.
Common Questions
Are my files shared with other Instafill.ai users?
No. Files are scoped to your workspace. Other workspaces and users cannot access your uploaded forms, source documents, or filled PDFs.
The one exception is the form template catalog for common government forms. When a widely used form like a W-9 or I-485 has already been processed by other users, Instafill.ai serves the field definitions from the existing record rather than re-processing your upload. Your source documents and filled PDFs are never shared.
What happens to my files if I delete a session?
Deleting a session removes the session record and the filled PDF associated with it from your workspace. Source documents that were saved to your source library are not deleted when a session is deleted - they remain available for future sessions until you remove them from the library separately.
Can I download a filled PDF again after closing the session?
Yes, in standard mode. The filled PDF is retained in the session record and can be downloaded again at any time from the session view. If you used "Remove files immediately after processing," the PDF is deleted after your initial download and cannot be retrieved.
What is the difference between a source document and a profile?
A source document is a file - a PDF, image, Word doc, or spreadsheet - that you upload to a session so the AI can read it and extract the relevant data.
A profile is structured data you have saved in Instafill.ai specifically for reuse - a client's name, address, date of birth, and other identity fields stored in a named record. Profiles are particularly useful for information that stays the same across many different forms, since you do not need to locate and re-upload a source document each time.
Both can be used together in the same session.
How does "Remove files immediately" differ from just deleting files manually?
Manual deletion removes files from your workspace view, but the timing and completeness of backend deletion depends on the platform's standard deletion process.
"Remove files immediately after processing" is a confirmed, permanent delete of all source files and the filled PDF that runs automatically as soon as the session completes - before any retention period applies. It is designed specifically for workflows where zero retention is a compliance or privacy requirement. When this option is enabled, nothing is kept after processing, including the filled PDF once you have downloaded it.
What file formats can be used as source documents?
PDFs are passed directly to field extraction or OCR for scanned documents. Word documents (.docx, .doc) are converted to PDF via Google Drive API or Adobe PDF Services. Images (JPEG, PNG, TIFF, BMP) are pre-processed for deskewing and contrast normalization, then passed to Google Cloud Vision API for OCR. Plain text and email body content are passed directly to the fill pipeline as text. File size limits apply per plan tier.