Reference data

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Overview

Reference data is supplementary information that Go Autonomous uses during processing to improve extraction accuracy and automate data lookups. It covers any structured dataset your organisation needs — delivery addresses, vendor details (name and inbox address for vendor quotations), customer lists, account mappings, pricing tables, carrier codes, and more.

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Reference data and areas

Reference data can be uploaded per area, allowing different teams or regions to use different data sets. When Go Autonomous processes a request, it uses the reference data assigned to the request’s area. If no reference data exists for that area, it falls back to the Default area’s data automatically.

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Default area requirement

Every reference data grouping (e.g., “Delivery Addresses”) must have a Default area file. This file acts as the fallback for any area that doesn’t have its own upload. If there is no Default file for a grouping, requests processed against areas without their own data will have nothing to fall back on.

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Column structure must match across areas

All files uploaded for the same reference data grouping — across all areas — must have identical column structures. The column names, order, and count must be a 1:1 match between the Default file and any area-specific file. If they differ, the functionality will break and lookups may fail or return incorrect results.

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The Reference Data page

Navigate to Administration > Company Settings > Reference Data to manage your reference data sets. The page shows one card per reference data type in a grid layout. Each card displays:

• The reference data name (e.g., “Delivery Addresses”).
• An assignment count — how many areas have a file uploaded for that type.
• Area badges — one badge per area that has a file, showing the area emoji and name. The Default file is shown as a Default badge.
• A delta badge when at least one file for that type is configured as a delta upload. Hover the badge to see which areas have delta uploads enabled and the unique field each one matches on.

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Find a reference data type

Use the toolbar at the top of the page to narrow down what you see:

• Search — type in the search field to filter cards by reference name.
• Sort — click the sort icon to switch between Name A—Z and Name Z—A.

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View more area assignments

Cards show up to 8 area badges at once. When a type has more assignments, a +N more badge appears in place of the rest. Hover your mouse over the card to expand it in place and reveal the full list of areas — no need to leave the page.

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Area access

Badges for areas you don’t have access to are shown in a muted state and can’t be opened or selected. You can still see them so it’s clear where a reference data file exists, but only areas you’re assigned to are actionable.

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Select individual badges

Each area badge has two parts: the emoji/icon on the left and the area name on the right. Click the emoji side of a badge to select or unselect just that one badge — it shows a checkmark while selected. Click the area name to open that file instead (see Open and edit a file). Selecting even a single badge activates the selection action bar in the toolbar, with Download, Delete, and Clear — see Select and download.

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Select all areas on a card

Clicking anywhere on a card — outside of a specific area badge — automatically selects every badge on that card you have access to. Click the card again to deselect them all. This is a shortcut for selecting every area at once instead of toggling each badge individually.

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Create a new reference data upload

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Open and edit a file

Click any area badge on a card to open that file in the editable drawer. In the drawer you can:

• Search for specific values across all columns.
• Add new rows manually.
• Edit existing values inline.
• Delete rows that are no longer needed.

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Preview reference data (read-only)

If your user group has Viewer access to Company Settings data, or you don’t have access to the file’s area, the drawer opens in read-only preview mode instead. You can still search and browse every row, but Add row, inline editing, and row deletion are unavailable. This is useful for giving auditors or team leads visibility into your reference data without letting them change it.

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Select and download

Select badges individually (see Select individual badges) or all at once by clicking the card (see Select all areas on a card). When you have one or more badges selected, a selection action bar appears in the toolbar with:

• Download — export the selected files as CSVs. Each file is named by reference type and area.
• Delete — remove the selected files. Not available if your access is read-only.
• Clear — deselect everything.

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Delete reference data

Select one or more files and click Delete in the selection action bar. A confirmation prompt is shown; this cannot be undone.

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Audit trail

Click the ⋮ menu in the top-right of the page and select View audit trail to open a drawer with the history of changes made to reference data — uploads, edits, and deletions, along with who made each change and when. Use the drawer’s controls to:

• Filter by date range or action type.
• Expand a row to see the full detail of what changed.
• Export CSV to download the filtered results — the export only includes entries matching your current filters.

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What’s next

• Configure fields to control how reference data is used during extraction.