Document Services
Domavia can coordinate apostilles, notarizations, translations, and other document preparation tasks
Domavia can coordinate apostilles, notarizations, translations, and other document preparation tasks for you. Use this guide to understand the options that appear when you request help on a document.
Choosing a Service
When you open a document in the app you can request one of several services:
- Apostille or Legalization for international government recognition
- Notarization for certified signatures
- Translation for official language conversions
- Document Review or Form Filling for expert assistance
The platform automatically routes your request to a vetted provider. If automated fulfilment is not available the request is safely handed to the Domavia operations team for manual follow-up.
Metadata Fields
Each request includes optional metadata fields that help our partners deliver the right outcome:
| Field | Description |
|---|---|
| Urgency | Choose normal, urgent, or express to indicate how quickly you need the service. |
| Preferred Language | Let translators know the target language for your documents. |
| Special Instructions | Share any context that should accompany the request (e.g. courier handling). |
| Delivery Method | Pick digital, physical, or both depending on how you want the result delivered. |
| Budget | Provide a target budget if you need cost approval before we proceed. |
You may also attach additional notes. All fields are validated for you so typos or unsupported values are flagged immediately.
Tracking Progress
After you submit a request the document timeline shows:
- Queued Request created and assigned to a provider
- In Progress Provider accepted the request and is working on it
- Pending Manual Domavia operations team is stepping in (for example, if provider configuration is missing)
- Completed Finalised result uploaded back to your document
Notifications are sent whenever the status changes, and you can download the completed files directly from the document detail page.
Optical Character Recognition (OCR)
Domavia uses OCR to extract text and data from your documents automatically. This reduces manual data entry and speeds up processing.
Document OCR Demo
Select a document type to see how OCR extracts text with confidence indicators. Fields with lower confidence can be edited manually.
Extracted Fields
13 fields extracted
How OCR Works
Domavia uses advanced OCR (Optical Character Recognition) to extract text from uploaded documents:
- High Confidence (95%+): Text is clear and accurately extracted
- Medium Confidence (85-95%): Text may have minor uncertainties, review recommended
- Low Confidence (<85%): Manual review and correction required
Fields highlighted in yellow or red should be manually reviewed. Click any editable field to correct the extracted text.
Tip: For best results, scan documents in good lighting with minimal shadows. Passport MRZ (Machine Readable Zone) extractions typically have 99%+ confidence.
Supported Document Types
OCR works on a wide range of documents:
- Identity Documents: Passports, national IDs, driver's licenses
- Financial Documents: Bank statements, invoices, tax forms
- Travel Documents: Visas, entry stamps, flight tickets
- Legal Documents: Contracts, certificates, diplomas
- Forms: Application forms, questionnaires, declarations
How OCR Works
Upload: Upload your document (PDF, JPG, PNG, or HEIC)
Detection: AI analyzes the document to identify document type
Extraction: Text and structured data are extracted from the image
Validation: Extracted fields are validated against expected formats
Review: You review and confirm the extracted information
OCR Walkthrough
Here's what happens when you upload a document:
Step 1: Document Upload
Navigate to the Documents section and click "Upload Document". Select your file or drag and drop it into the upload area. The platform accepts:
- PDF documents (up to 25 MB)
- Image files: JPG, PNG, HEIC (up to 10 MB each)
- Multi-page PDFs are processed page by page
Step 2: Automatic Processing
Once uploaded, Domavia automatically:
Converts the document to optimized format for OCR
Detects document type (passport, utility bill, etc.)
Extracts all text using OCR engine
Identifies structured fields (names, dates, numbers)
Validates extracted data against known patterns
This typically takes 5-15 seconds depending on document complexity.
Step 3: Review Extracted Data
You'll see the extracted information organized by field. Each field shows:
- Field Name: The type of information (e.g., "Full Name", "Date of Birth")
- Extracted Value: The text that was recognized
- Confidence Score: How confident the OCR is (0-100%)
- Status: Valid , Warning , or Error οΏ½
Example extracted fields from a passport:
| Field | Value | Confidence | Status |
|---|---|---|---|
| Document Type | P (Passport) | 100% | Valid |
| Document Number | AB1234567 | 98% | Valid |
| Surname | SILVA | 99% | Valid |
| Given Names | JOΓO MANUEL | 95% | Valid |
| Nationality | PRT | 100% | Valid |
| Date of Birth | 15 JAN 1985 | 97% | Valid |
| Sex | M | 100% | Valid |
| Date of Expiry | 20 DEC 2030 | 98% | Valid |
Step 4: Verify and Edit
Review each field carefully. You can:
- Accept fields with high confidence (>95%)
- Edit fields with low confidence or errors
- Mark fields as "Needs manual review" if unsure
- Add missing fields that weren't auto-detected
Click on any field to edit it directly. Changes are saved automatically.
Step 5: Confirm and Save
Once satisfied with all fields, click "Confirm Extraction". The document is now ready to use in applications, forms, or workflows.
MRZ Validation
The Machine Readable Zone (MRZ) is the two-line code at the bottom of passports and ID cards. Domavia can validate MRZ data when provided.
What is MRZ?
MRZ contains encoded information about the document holder:
P<PRTSILVA<<JOAO<MANUEL<<<<<<<<<<<<<<<<<<<<<<AB12345679PRT8501155M3012201<<<<<<<<<<<<<<02This encodes:
- Document type (P = Passport)
- Issuing country (PRT = Portugal)
- Surname and given names
- Document number with check digit
- Nationality, date of birth, sex
- Expiry date with check digit
- Personal number
MRZ Validation
Domavia automatically validates MRZ check digits to ensure authenticity:
- Document Number Check Digit: Validates document number hasn't been tampered with
- Date of Birth Check Digit: Confirms date of birth is valid
- Expiry Date Check Digit: Verifies expiry date matches expected format
- Composite Check Digit: Overall validation of entire MRZ
If any check digit fails, you'll see a warning indicating potential document issue.
Using MRZ Data
When you upload a passport or ID document, OCR extracts the MRZ data and validates it automatically. You can also enter MRZ data manually if the OCR extraction needs correction.
Confidence Indicators
Every OCR field includes a confidence score showing how certain the system is about the extracted value.
Confidence Levels
| Score | Indicator | Meaning | Action |
|---|---|---|---|
| 95-100% | οΏ½ Green | High confidence, likely correct | Accept as-is |
| 85-94% | Yellow | Medium confidence, review recommended | Verify against document |
| 0-84% | οΏ½ Red | Low confidence, manual review required | Edit and correct |
What Affects Confidence?
Confidence can be lower due to:
- Image Quality: Blurry, low-resolution, or dark photos
- Document Condition: Worn, damaged, or faded documents
- Handwritten Text: Handwriting is harder to recognize than printed text
- Complex Layouts: Multi-column or unusual formatting
- Special Characters: Accents, umlauts, or non-Latin scripts
Improving Confidence
To get better OCR results:
Use good lighting: Natural light or bright indoor lighting
Hold steady: Avoid camera shake or motion blur
Fill the frame: Document should occupy most of the photo
Avoid shadows: Don't cast shadows on the document
Flatten documents: Remove creases and folds
Clean the lens: Ensure camera lens is clean
Field Editing
You have full control to edit any extracted field if the OCR made a mistake or missed information.
Editing a Field
Click on any field value to enter edit mode:
Click the field you want to change
Type the correct value
Tab or click outside to save
The field turns blue briefly to confirm the save
Field Types
Different fields have different input types:
- Text Fields: Free-form text (names, addresses)
- Date Fields: Date picker with format validation (DD/MM/YYYY)
- Number Fields: Numeric-only input (document numbers)
- Dropdown Fields: Select from predefined options (countries, document types)
- Boolean Fields: Yes/No or checkboxes
Validation Rules
As you edit, fields are validated in real-time:
- Required fields must not be empty
- Date formats must match expected pattern
- Lengths must be within allowed range (e.g., passport number is 6-9 characters)
- Patterns must match regex (e.g., email addresses)
Invalid entries show an error message below the field explaining what's wrong.
Bulk Editing
For forms with many fields:
Click "Edit Mode" at the top to enable keyboard navigation
Use Tab to move between fields
Use Shift+Tab to go backward
Press Enter to save and move to next field
Press Esc to cancel changes to current field
This is faster than clicking individual fields.
Re-extraction
If the OCR didn't capture fields correctly the first time, you can re-run extraction.
When to Re-extract
Re-extraction is useful when:
- Initial extraction had low confidence scores across many fields
- You uploaded a better quality image of the same document
- Document type was misdetected (e.g., passport detected as ID card)
- You want to extract additional fields not captured initially
How to Re-extract
Click the "Re-extract" button at the top of the document
Optionally upload a new, higher-quality image
Select document type if different from initial detection
Click "Extract Again"
Review the new extraction results
Note: Re-extraction will overwrite existing field values. If you've manually edited fields, those edits will be lost unless you choose "Merge with existing" option.
Merge vs Replace
When re-extracting, you can choose:
- Replace: Overwrites all fields with new extraction (default)
- Merge: Only updates fields that were empty or had low confidence
- Append: Adds newly detected fields without changing existing ones
PDF Forms
Domavia can fill PDF forms automatically using extracted document data.
Interactive PDF Forms
Many official forms are interactive PDFs with fillable fields. Domavia can:
- Detect all fillable fields in the PDF
- Map extracted document data to form fields automatically
- Fill the form with your information
- Generate a completed PDF ready for submission
Supported Form Types
- US Immigration Forms: DS-160 (nonimmigrant visa), DS-260 (immigrant visa), I-129 (petition), I-485 (adjustment of status)
- Residency Forms: D7 visa (Portugal passive income visa)
- Other Forms: Additional form schemas are added as demand grows. Contact support to request a form type.
Automatic Form Filling
When you upload a PDF form:
Domavia analyzes the form to identify all fields
Previously extracted data from your documents is matched to form fields
You review the pre-filled form
You fill any remaining fields manually
You download the completed PDF
Field Mapping
Domavia intelligently maps your data to form fields:
| Your Document Field | Form Field | Example Mapping |
|---|---|---|
| Full Name | Surname, Given Name | "SILVA, JoΓ£o Manuel" οΏ½ Surname: SILVA, Given: JoΓ£o Manuel |
| Date of Birth | DOB | "15/01/1985" οΏ½ 15 01 1985 |
| Passport Number | Travel Document No. | "AB1234567" οΏ½ AB1234567 |
| Nationality | Country of Citizenship | "PRT" οΏ½ Portugal |
| Address | Residential Address | "123 Main St, Lisbon" οΏ½ Street: 123 Main St, City: Lisbon |
Validation Before Submission
Before downloading the completed form, Domavia validates:
- All required fields are filled
- Date formats match the form's requirements
- Checkboxes and radio buttons are selected where mandatory
- Text fields don't exceed maximum length limits
- Signatures are placed if required
If validation fails, you'll see a list of issues to fix before the form can be finalized.
Security and Privacy
Data Encryption
All documents are encrypted:
- In Transit: TLS 1.3 encryption for uploads and downloads
- At Rest: AES-256 encryption for stored documents
- Processing: Temporary processing files are encrypted and deleted after 24 hours
Access Controls
You control who can view your documents:
- Private: Only you can access (default)
- Shared: Specific users you invite can view
- Organization: All members of your organization can access
- Public Link: Anyone with the link can view (use cautiously)
Access is logged and auditable. You can revoke access at any time.
Data Retention
- Active Documents: Kept indefinitely while your account is active
- Deleted Documents: Moved to trash, permanently deleted after 30 days
- Temporary Files: OCR processing files deleted within 24 hours
- Backups: Encrypted backups retained for 90 days for disaster recovery
GDPR Compliance
Domavia is GDPR compliant:
- Right to Access: Export all your documents anytime
- Right to Deletion: Permanently delete documents and data
- Right to Portability: Download documents in standard formats (PDF, JSON)
- Right to Object: Opt out of AI processing (manual processing available)
See our Privacy Policy for full details.
Best Practices
Document Photography Tips
For best OCR results when photographing documents:
Use portrait orientation for standard documents
Center the document in the frame
Ensure all corners are visible
Avoid glare from glossy surfaces
Use a dark background to improve contrast
Hold phone parallel to the document (not at an angle)
Organizing Documents
Keep your documents organized:
- Use folders: Group by purpose (Visa, Taxes, Legal, etc.)
- Add tags: Tag documents for easy searching (#passport, #invoice, #contract)
- Name clearly: Use descriptive names like "Passport-Silva-2030" not "IMG_1234"
- Add notes: Include context about where document is needed
Quality Checklist
Before uploading a document, verify:
- Document is in focus and sharp
- All text is legible
- No parts of document are cut off
- Lighting is even across the document
- Colors are accurate (for documents with security features)
- File size is under the upload limit (25 MB for PDFs, 10 MB for images)
Troubleshooting
OCR Extraction Failed
If OCR fails to extract data:
Check image quality - is it sharp and well-lit?
Try uploading a higher resolution image
Ensure the document type is correctly detected
Check if the document has unusual formatting or handwriting
Contact support if the issue persists
Low Confidence Scores
If many fields have low confidence:
Re-upload with better lighting
Scan at higher resolution (300 DPI minimum for printed text)
Clean the document if it's stained or marked
For handwritten forms, consider manual entry instead
Fields Not Detected
If expected fields are missing:
Check if the document type was correctly identified
Try manual field addition using "Add Field" button
Re-extract with different document type selection
Some non-standard forms may require manual entry
Form Filling Issues
If automatic form filling doesn't work:
Verify the PDF has fillable fields (some are image-only)
Check if field names match common patterns
Use manual field mapping if auto-mapping failed
Download and fill the form in Adobe Reader as fallback
Getting Help
If you need assistance with document services:
- In-App Chat: Click the chat icon for instant support
- Documentation: Browse our Documentation
- Community: FAQ
- Email Support: support@domavia.app
Our support team typically responds within 24 hours (faster for urgent requests).