Duplicate documents in DOKKA
DOKKA is designed to prevent duplicate documents from being uploaded into the system. It does this by identifying duplicates based on the file itself, not just the content inside.
If the exact same file is uploaded twice, DOKKA will automatically block the second upload.
However, if the invoice appears similar but the files are technically different (e.g., scanned copy vs. digital, different file generation dates), all versions will be uploaded. In such cases, DOKKA will display a warning message to let the user know that a similar document already exists — allowing for manual comparison and decision-making.
You can also manually duplicate a document if needed, and check upload history to understand why certain files weren’t uploaded.
How DOKKA Detects Duplicates
DOKKA recognizes duplicates based on the file’s data (not just invoice content).
If you try to upload the same file twice:
DOKKA will block the upload.
The file will appear only once in the system.
This ensures that the same PDF or image doesn’t enter the system more than once — helping avoid confusion or double-processing.
What Happens With Similar Files?
If the invoice is visually the same, but the files are technically different — for example:
One is the original invoice, and one is a scanned version
One is a copy or was generated on a different date
One has different file properties or size
DOKKA will allow both files to be uploaded.
But when opening one of them, a warning message will appear:
“Similar document already exists in DOKKA.”
Clicking the message will open the similar document, so the user can compare and decide whether to continue processing or delete the duplicate.
How to Check Why a Document Didn’t Upload
If nothing happens when uploading a document, it may be a duplicate — but since DOKKA doesn’t show alerts on the homepage, here’s what to do:
Click the History button (top-right corner).
Look for the document in the list — it will show a reason like “X has tried to upload a document that already exists”
Click on the message to open the original document that’s already in DOKKA.
From there, click “Open” to view, publish, or continue working on it.
Duplicate Alerts for ERP Entries
If a similar invoice was already published to the ERP system — even if it wasn’t done via DOKKA — the system will still recognize it.
In such cases:
A warning message will appear either immediately when opening the document
Or later when attempting to publish it
This helps avoid double-posting the same invoice to your financial system.
How to Manually Duplicate a Document in DOKKA
If you need to keep the same document twice, you can manually duplicate it:
From the Gallery view:
Click the three dots on the document → Select “Duplicate Document”
From Inside the Document:
Click on “More” → Duplicate Document
This will create an identical copy in the system, which can be edited or processed independently.