Explanation
Data processing and AI features
Which data FlowEngine passes to which services during processing, which AI providers can be set and who decides about it.
Last reviewed October 30, 2026 · Version 2026.10
This article describes which data FlowEngine passes to which services while processing your documents, which AI providers can be set and who decides about it. Which services are actually involved in your installation is decided by the operator of your installation; this article therefore names the possible paths and their prerequisites.
Where your documents are stored#
FlowEngine stores the original file of every document together with the recognized data, the corrections and the document history in the database of your FlowEngine installation. When you delete a document, FlowEngine removes it from the application together with its recognized data and its history. Where the database is operated and how long backups are kept is not described in this article, see Information this article does not contain.
AI-based recognition#
FlowEngine uses an AI model to recognize the document type, header data and line items. Administrators decide which provider performs the analysis under Settings → AI processing in the Processed by section. This page only appears if the operator has enabled it for your company; without it, FlowEngine standard applies.
| Setting | Who performs the analysis | What is transmitted |
|---|---|---|
| FlowEngine standard | the service set up by the operator of your installation: in the standard setup a model from OpenAI through the operator's account, alternatively a model that the operator runs itself | depending on the setup, the original file with its file name or the text that FlowEngine has read from the document beforehand |
| Own AI provider | OpenAI, Anthropic, Google Gemini, Perplexity or xAI Grok through your company's account | the original file with its file name |
With your own provider, Costs and data processing follow your contract with that provider. FlowEngine stores the API key encrypted and does not show it again.
Who decides about the processing#
| Decision | Who |
|---|---|
| Service behind FlowEngine standard; enabling the AI processing settings page for a company | operator of your installation |
| Permitting own AI providers for your company (Allow own AI providers, switched on by default) | your company's administrators, in the security policies |
| Choosing the provider and storing the API key | your company's administrators |
| Automatic approval of confident results | your company's administrators |
Only administrators can change these settings. If administrators switch off Allow own AI providers, an own provider that is already selected stays active until someone switches back to FlowEngine standard.
Other services#
| Occasion | Service | Transmitted data |
|---|---|---|
| every incoming file | virus scanner of your installation | the file |
| Translate in the document view | translation service, if your installation has one set up | the recognized values to be translated |
| offer comparison in a foreign currency | public exchange rate service of the European Central Bank via Frankfurter | currencies and date, no document content |
| freight estimate in the offer comparison, only if your installation has stored a key for it | OpenRouteService | delivery location from the offer and the delivery address entered |
| emails sent by FlowEngine, such as invitations, notifications and clarification emails | email server of your installation | recipients and content of the email |
| integrations with ERP systems | the target systems your company's administrators have set up | the document data the integration's mapping provides for, with some target systems also the original file |
Information this article does not contain#
The following information depends on how your installation is operated and on your contract and is not part of this documentation:
- location of the servers and the database,
- which service is behind FlowEngine standard in your installation and in which region it processes data,
- retention and deletion periods, also for backups and logs,
- subprocessors used and transfers to third countries.
You receive this information from your FlowEngine representative.