Varqa is a private document workspace for office files. You scan or upload paper and digital files, search them, ask a question, review them, and sign on the page. It works in Arabic and English.

How do I scan paper into Varqa?

Open Scan. Use a USB or network scanner, or your phone camera. Edit the pages, then the product reads the text — including Arabic — and saves a PDF in your workspace.

Does Varqa read Arabic scanned documents?

Yes. It reads scanned Arabic and English pages. Search and Ask can use that text. Answers include the file name and page so you can check the source.

What file types can I upload?

PDF, Word, Excel, text, images, and CAD, up to about 80 MB each. You can also import mail attachments, unpack a ZIP, or connect SharePoint and a watch folder.

How do I find a contract or invoice?

Use search by words or by meaning, or filter the library by type, folder, status, or department. You can also ask a question such as when a contract ends. Always open the cited page.

Can I connect Outlook or Gmail?

Yes. An admin can connect Microsoft 365, Gmail, or IMAP. You review attachments, or auto-import from senders you allow.

Can I keep files on my own server?

Yes. Storage can be this server, SharePoint, or S3. You can run Varqa on your own machines.

Does Varqa post payments?

No. You can look up a vendor or purchase order if Dynamics is connected. Payments stay in your finance system.

Create a workspace with your name, email, and a password of at least 12 characters. That first person is the admin. Invite others later, or book a walkthrough first.

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How to use Varqa: scan paper, search Arabic files, ask, and sign

Last updated 18 September 2026.

This is the Varqa product guide. Varqa is a private document workspace for office files. You can scan paper, upload PDF and Office files, search in Arabic and English, ask a question and open the cited page, then review or sign. You can keep files on your own server. For a live look on your own files, book a walkthrough.

1What Varqa is

Varqa is a private document workspace for an office or a group. It is made for paper archives, email attachments, contracts, invoices, and day-to-day office files.

You add a file once. The product reads the text, fills type and dates when it can, and lets people find that file later. It is not a replacement for Microsoft Dynamics. It does not post payments. It is not a hospital or bank certificate.

2Who it is for

Legal teams that need contracts in one place, with parties, end dates, and a compare view. Finance teams that track invoices, amounts, and purchase orders. Operations and records teams that still have drawers of paper or a full mailbox.

One company can start. A group can add child workspaces later. A large archive should grow in batches, not as one drop of a million files.

3Arabic and English

The site and the product work in Arabic and English. You can switch language on any public page and after you sign in.

You can scan Arabic paper, search both languages, ask in one language, and translate a passage. When that option is on, a file can keep an Arabic copy and an English copy of the text side by side.

4Start a workspace

Open Create workspace. Enter a workspace name (your office, company, or group), your name, email, and a password of at least 12 characters. Tick that you agree to the Terms and Privacy pages.

That first person is the admin. One person can start. Invite the rest later. After you create the workspace you land on Home, then you can open the library, Scan, or Ask.

5Sign in

Use your email and password. If your admin turned on Microsoft or company login, use that instead. You can turn on a second sign-in code in an authenticator app. An admin can require that for everyone.

If you forget the password, use the reset link on the sign-in page. After too many failed tries, the account locks for a while. You can change your password and sign out everywhere from settings.

6Add people and roles

Admins invite people and give each person a role: Admin, Member, Viewer, or a custom role. Tick what that role can do: see files, ask, upload, approve, see all, manage people, manage settings, or delete forever.

You can activate or disable a person without deleting their past work. Folder rights and shares still control who opens a given file.

7Upload files

Upload PDF, Word, Excel, text, images, or CAD, up to about 80 MB each. Drag a file into a folder, or use guided intake when fields such as vendor or date are required.

The product reads the file in the background. It can fill type, title, tags, and amounts. If two files look the same, you get a duplicate warning. A ZIP can unpack into separate files.

8Scan paper

Open Scan. Plug in a USB or network scanner, or use your phone camera. Capture many pages, crop or rotate them, then save. The product reads the text — including Arabic handwriting and print when the page is clear — and stores a PDF in the library.

You can also drop scans in a watch folder. Import a batch, then the next batch, so the library stays usable while a large drawer is coming in.

9Bring in mail

Connect Microsoft 365, Gmail, or IMAP. Review attachments, import them, or ignore them. You can auto-import from senders you allow and send those files to a folder.

Newest mail files come first. Import about 500 at a time, then the next 500. The rest of the workspace stays open while mail is coming in.

10Find a file

The library has nested folders, tags, stars, and filters for type, status, department, classification, and folder. Open a row to see pages, download, and details. You can edit the title, type, and folder, and add fields such as vendor, dates, or a matter number.

Search by words or by meaning. You can search extracted facts, not only the body text. Save a search if you use it every week. Filters stay on while you look.

11Ask a question

Ask about one file, selected files, or the whole library. Example: when does this contract end, or which invoice matches this purchase order. The answer includes the file name, the page, and a short snippet.

Open that page before you act. You can attach files in Ask, follow a chat thread, or translate English and Arabic. If no AI key is set, the product still shows the best matching passages. Hosted Ask uses one credit per written answer. Search still works at zero credits.

12Review, approve, and sign

Put a file in a flow. Ready flows exist for contracts, invoices, HR, and tenders. People approve or send the file back with a comment. You can assign a person, set a due date, and see overdue work on the board.

Send a sign link in order, or sign while you are signed in. The public sign page lets someone draw or type a name without a full account. You can cancel a request. Signed pages can take an optional stamp. Comments and page marks (highlight, note, draw) stay on the file.

13Share, versions, and how long files stay

Share a link that expires, or share with a person (view or edit). You can revoke a share. Add a watermark as a new version. Open an older copy, compare two versions side by side, or restore one.

Recycle bin lets you restore or delete forever, unless a legal hold is on. Set how long a type of file should stay — for example a seven-year rule for invoices. When the date is due, the product can notify, archive, or delete, based on your rules.

14Contracts and invoices

The contract list shows parties and end dates, including contracts ending soon. You can compare two contracts and see duties with due dates. Risk words such as indemnity, auto-renew, or penalty can be flagged.

The invoice list shows vendor, amount, due date, number, and VAT. You can match invoices to purchase orders and export a CSV. If Dynamics is connected, you can look up a vendor or PO. Payments stay in your finance system.

15Forms and intake

Admins can build a form with many field types and pages. You can share a public fill link, or run an intake wizard: pick a form, fill the fields, attach a file. Files missing required fields sit in a queue until someone completes them.

16Connect other tools

Admins can connect Microsoft 365, Gmail, SharePoint, S3, OnlyOffice, Slack or Teams alerts, and outbound email. Storage can be this server, SharePoint, or S3. Company login (OIDC) can replace password login if you want that.

You can install the site as an app on your phone or computer. The header language and light or dark theme stay on this device.

17Limits to know

About 80 MB per file. Large archives should come in batches. Ask answers can be wrong — always open the cited page. We do not claim HIPAA, SOC 2, or ISO. The product does not replace Dynamics and does not post payments.

18Need more help

Signed-in people can open Help and send a ticket (subject and message). For a first look, book a walkthrough from the home page. Security notes are on the Security page. Rules for use are on Terms and Privacy.

Common questions

What is Varqa?: Varqa is a private document workspace for office files. You scan or upload paper and digital files, search them, ask a question, review them, and sign on the page. It works in Arabic and English.
How do I scan paper into Varqa?: Open Scan. Use a USB or network scanner, or your phone camera. Edit the pages, then the product reads the text — including Arabic — and saves a PDF in your workspace.
Does Varqa read Arabic scanned documents?: Yes. It reads scanned Arabic and English pages. Search and Ask can use that text. Answers include the file name and page so you can check the source.
What file types can I upload?: PDF, Word, Excel, text, images, and CAD, up to about 80 MB each. You can also import mail attachments, unpack a ZIP, or connect SharePoint and a watch folder.
How do I find a contract or invoice?: Use search by words or by meaning, or filter the library by type, folder, status, or department. You can also ask a question such as when a contract ends. Always open the cited page.
Can I connect Outlook or Gmail?: Yes. An admin can connect Microsoft 365, Gmail, or IMAP. You review attachments, or auto-import from senders you allow.
Can I keep files on my own server?: Yes. Storage can be this server, SharePoint, or S3. You can run Varqa on your own machines.
Does Varqa post payments?: No. You can look up a vendor or purchase order if Dynamics is connected. Payments stay in your finance system.
How do I start?: Create a workspace with your name, email, and a password of at least 12 characters. That first person is the admin. Invite others later, or book a walkthrough first.