Workflow Pattern Guides

Version: 1.0 Last Updated: October 23, 2025

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Overview

This directory contains comprehensive workflow pattern guides that demonstrate how to combine multiple workflow cards to solve common business scenarios. Each pattern provides step-by-step implementation instructions, complete examples, and best practices.

What are Workflow Patterns?

Workflow patterns are proven, reusable solutions to common documentation processing challenges. Instead of starting from scratch, you can use these patterns as templates and adapt them to your specific needs.

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The Workflow Builder at a glance

Every pattern on this page is assembled in the Workflow Builder. You reach it from Workflow Dashboard → Workflow List → Add Workflow (or by opening an existing workflow). The dashboard gives you the run history and success/fail rates for all of your workflows:

The Workflow Dashboard — run totals, success/fail rates and recent activity for every workflow.

The Workflow List tab lists every workflow with its type, execution order and trigger. Use Add Workflow to create a new one, or click a workflow to open it in the builder:

The Workflow List — each row is a workflow you can open, toggle on/off or edit.

A workflow is built from three groups of cards — When (the trigger), And (additional conditions) and Then (the actions to run). The example below triggers on invoices belonging to a sub-organization and assigns them to a user:

The Workflow Builder canvas. Each pattern below is just a different combination of When / And / Then cards.

Click Add Card in any group to open the card library. Cards are organised by category (Compare with Purchase Order, Partner Cards, Document Field, Date & Time, Document, Logic, Status, Table, Assignee, …) so you can find the building block each pattern calls for:

The Add Card library — every card referenced in the patterns below is picked from here.

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Available Patterns

1. API Integration Pattern

Complexity: Medium | Setup Time: 45-60 minutes

Learn how to integrate DocBits with external APIs to fetch, validate, and store data from external systems.

Use Cases:

• Fetch real-time pricing from external systems

• Validate supplier information against master databases

• Look up product details from catalog systems

• Get exchange rates from currency services

• Verify addresses with geocoding services

Cards Used: CALL_API, CONDITION_HTTPS_REQUEST_STATUS, ACTION_SET_FIELD_TO_TEXT, CONDITION_COMPARE_TWO_DOCFIELD_VALUES

View Full Pattern →

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2. Task Management Pattern

Complexity: Low-Medium | Setup Time: 30-45 minutes

Master the art of creating, assigning, tracking, and managing tasks within DocBits workflows for approval and review processes.

Use Cases:

• Create approval workflows

• Assign review tasks to users

• Handle exceptions requiring human intervention

• Escalate issues to managers

• Create multi-level approval chains

• Track task completion and deadlines

Cards Used: tasks_create, ACTION_ASSIGN_TO_USER, ACTION_SEND_EMAIL_TO_GROUPS, CONDITION_TASK_STATUS

View Full Pattern →

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3. PO Matching Pattern

Complexity: Medium-High | Setup Time: 60-90 minutes

Implement comprehensive Purchase Order matching workflows to validate invoices against POs with tolerance-based routing.

Use Cases:

• Validate invoices against purchase orders

• Detect pricing errors before payment

• Identify quantity discrepancies

• Enforce procurement controls

• Prevent duplicate payments

• Automate three-way matching

Cards Used: PURCHASE_ORDER_FULL_MATCH, CONDITION_DOC_TO_PO_UNIT_PRICE, CONDITION_DOC_TO_PO_QUANTITY, CONDITION_DOC_TO_PO_TAX_LINES

View Full Pattern →

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4. Decision Logic Pattern

Complexity: Medium | Setup Time: 30-45 minutes

Implement complex decision trees and conditional routing logic to process documents through different paths based on business rules.

Use Cases:

• Route documents by amount thresholds

• Apply different rules for different document types

• Implement multi-level approval logic

• Handle complex business policies

• Create dynamic routing based on multiple criteria

• Implement approval matrices

Cards Used: CONDITION_DOC_FIELD_AMOUNT, CONDITION_DOC_TYPE_IS_ISNOT, CONDITION_SUPPLIER_STATUS_IS_ISNOT, ACTION_ASSIGN_TO_USER

View Full Pattern →

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5. Data Transformation Pattern

Complexity: Medium | Setup Time: 30-45 minutes

Transform, calculate, format, and enrich document data to prepare for export, perform calculations, and standardize formats.

Use Cases:

• Calculate totals, subtotals, taxes

• Convert currencies or units

• Format dates, numbers, text

• Derive values from existing fields

• Enrich data from external sources

• Standardize data formats

• Validate calculations

Cards Used: ACTION_CALCULATE_FIELD, ACTION_SET_FIELD_TO_TEXT, ACTION_COPY_FIELD_VALUE, CALL_API, CONDITION_COMPARE_TWO_DOCFIELD_VALUES

View Full Pattern →

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Pattern Selection Guide

By Complexity

Complexity	Patterns	Best For
Low-Medium	Task Management	Beginners, simple workflows
Medium	API Integration Decision Logic Data Transformation	Intermediate users, standard workflows
Medium-High	PO Matching	Advanced users, complex validation

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By Use Case

I Need To...	Use This Pattern
Integrate with external systems	API Integration Pattern
Create approval workflows	Task Management Pattern
Validate against purchase orders	PO Matching Pattern
Route based on conditions	Decision Logic Pattern
Calculate and transform data	Data Transformation Pattern

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By Industry/Department

Industry/Department	Recommended Patterns
Finance/Accounting	PO Matching, Task Management, Data Transformation
Procurement	PO Matching, Decision Logic, API Integration
Operations	Task Management, Decision Logic
IT/Integration	API Integration, Data Transformation
All Departments	Decision Logic, Task Management

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How to Use These Patterns

Step 1: Choose a Pattern

1. Review the pattern descriptions above

2. Identify which pattern matches your use case

3. Check the complexity and estimated setup time

4. Review the "When to Use" section in the pattern guide

Step 2: Review Prerequisites

Each pattern guide lists:

• Required knowledge

• Related guides to read first

• Cards that will be used

• Configuration requirements

Step 3: Follow Step-by-Step Instructions

Each pattern provides:

• Complete workflow example

• Step-by-step implementation guide

• Configuration templates

• Real-world examples

• Troubleshooting tips

Step 4: Customize to Your Needs

• Adapt the example to your business rules

• Adjust thresholds and tolerances

• Modify routing logic

• Add/remove steps as needed

• Test thoroughly before production use

Step 5: Monitor and Optimize

• Track workflow performance

• Monitor success rates

• Gather user feedback

• Refine configuration

• Document customizations

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Pattern Combinations

Many real-world scenarios require combining multiple patterns:

Example 1: Complete Invoice Processing

1. API Integration Pattern → Fetch current pricing
2. Data Transformation Pattern → Calculate totals
3. PO Matching Pattern → Validate against PO
4. Decision Logic Pattern → Route based on variance
5. Task Management Pattern → Create approval tasks

Example 2: High-Value Invoice Approval

1. Data Transformation Pattern → Calculate amounts
2. Decision Logic Pattern → Check thresholds
3. Task Management Pattern → Multi-level approval
4. API Integration Pattern → Notify external systems

Example 3: Exception Handling

1. PO Matching Pattern → Detect variances
2. Decision Logic Pattern → Classify exception severity
3. Task Management Pattern → Create review tasks
4. Data Transformation Pattern → Calculate impact

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Pattern Templates

Each pattern includes these standardized sections:

1. Overview - What the pattern does

2. When to Use - Appropriate use cases

3. Complete Example - Real-world scenario

4. Step-by-Step - Implementation instructions

5. Configuration - Card setup templates

6. Workflow Diagram - Visual representation

7. Advanced Variations - Alternative implementations

8. Error Handling - Common issues and solutions

9. Testing Checklist - Validation steps

10. Related Patterns - Complementary patterns

11. Related Guides - Reference documentation

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Getting Help

Pattern Support Resources

Documentation:

• Complete Workflow Guide Index

• Individual Card Guides

• Condition Cards Reference

• Workflow Linking Map

Additional Resources:

• Quick Reference Guide

• October 2025 Release Notes

• Card Versioning Reference

Contact:

• Pattern Feedback: [e-mail]

• Technical Support: [e-mail]

• Implementation Help: [e-mail]

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Pattern Statistics

Metric	Value
Total Patterns	5
Total Cards Covered	30+
Combined Documentation	~1,200 lines
Example Scenarios	25+
Configuration Templates	15+
Workflow Diagrams	5 complete diagrams
Cross-References	87+ internal links

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Contributing to Patterns

Have a workflow pattern that would benefit others?

Pattern Contribution Guidelines:

1. Document Your Workflow

   • Clear business scenario

   • Step-by-step implementation

   • Working configuration examples

   • Real-world test results

2. Follow Pattern Template

   • Use standard section structure

   • Include all required elements

   • Provide diagrams/examples

   • Add troubleshooting guide

3. Submit for Review

   • Email to: [e-mail]

   • Include: Pattern description, use cases, implementation guide

   • We'll review and potentially add to official documentation

Benefits:

• Help other DocBits users

• Get recognized in documentation

• Improve overall product knowledge base

• Receive feedback on your implementation

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Changelog

Version 1.0 (October 23, 2025)

• Initial release of 5 comprehensive workflow patterns

• API Integration Pattern added

• Task Management Pattern added

• PO Matching Pattern added

• Decision Logic Pattern added

• Data Transformation Pattern added

• Cross-reference linking implemented (87 links)

• Pattern selection guide created

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Next Steps

New to Workflow Patterns?

1. Start with Task Management Pattern - easiest to understand

2. Review Decision Logic Pattern - foundational for all workflows

3. Explore API Integration Pattern - common integration need

Ready to Implement?

1. Choose your pattern from the list above

2. Read the complete pattern guide

3. Review prerequisites and related guides

4. Follow step-by-step instructions

5. Test with sample documents

6. Deploy to production

7. Monitor and optimize

Need More Help?

• Review Workflow Documentation Overview

• Check Quick Reference Guide

• Contact support team

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Last Updated: October 23, 2025 Maintained By: Documentation Team Version: 1.0