DocBits- IDP for Infor ERP
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  • Overview and Basics
    • DocBits
      • Key Features of DocBits
    • Architecture
      • DocBits Infor on Premise Customer
      • Certifications
    • Infor Infrastructure
    • Release Notes
      • Testing Availability on Sandbox
    • FAQ
      • General Information
      • Document Processing
        • Table Extraction Troubleshoot
      • Infor LN (LN Integration)
        • Export Error: "Error Exporting Document to LN. Status Code: 500"
          • not found in direct debit
          • Request validation; Attr. 'ReceiptLine', Value " " : the value must be numeric.
      • Infor M3 (M3 Integration)
        • Costing elements are not properly configured. Please ask your admin to configure it.
      • Mandatory PDP/PPF Channels – PEPPOL as Transport Only for France’s 2026 E-Invoicing
  • End User and Partner Section
    • End User Section
      • Dashboard
        • Dashboard Tools
        • Document Merging
        • Document Status
        • Filtering Documents
        • Overview of Uploaded Documents
        • Task Counter
        • Validated Extracted Fields
        • Document Flow
        • Troubleshooting
        • Keyboard Shortcuts
      • Tasks
      • Advance Shipment Dashboard
      • Purchase Order Dashboard
      • Invoice Dashboard
      • Shipment Order Dashboard
      • User Configuration Options
      • AI Table
        • AI Table Tags
      • Validation Screen
        • Fuzzy Data
        • QR Codes
        • Keyboard Shortcuts
      • Purpose and Use
      • Purchase Order Matching Screen
        • Purchase Order Matching Tools
        • Rules and Calculations
        • Automatic Purchase Order Data Matching
        • Supplier Item Number Map
        • Keyboard Shortcuts
      • Accounting for Cost Invoice and Indirect Sales
      • How to Import Documents
        • FTP
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        • Webhook
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          • IMAP
          • OAuth Office365
      • Technical Support in DocBits
        • Create a ticket
        • Help Icons
      • Course
        • Introduction
        • Dashboard
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        • Master PO Matching with DocBits
      • Our Document Priority System
      • Supplier Portal
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      • Ressources and Support
        • User Support
        • Support Portal Status
    • Partner Section
      • Invoice Automation Testing with DocBits
  • Administration and Setup
    • Settings
      • Global Settings
        • Company Information
          • Defining App Color in Company Settings
        • Groups, Users and Permissions
          • Users
            • Modifying User Details
            • Admin Privileges
          • Sub-Organizations
            • How to create a Sub-Organization
          • Groups and Permissions
            • Purpose and Use
            • Adding/Editing Groups
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            • Access Control
            • Troubleshooting
        • Integration
          • API Key
          • API Calls and Examples
          • API Key Management
          • Configuring Single Sign-On (SSO)
            • Infor SSO Configuration
              • V1
              • V2
              • Azure SSO
          • Identity Service Provider Configuration
          • Best practices
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        • Document Types
          • Purpose and Scope
          • Adding/Editing Document Types
          • Activation
          • Customization Options
          • Best Practice
          • Troubleshooting
          • Layout Manager
            • Purpose and Use
            • Navigating the Layout Manager
            • Configuring Field Properties
            • Using the Template Preview
            • Save and apply changes
            • Best practices
            • Troubleshooting
          • Document Sub Types
          • Creating a new Sub Type
          • Configure subtypes
          • Using Actions
          • Best Practices
          • Table Columns
            • Purpose and Use
            • Adding a new Column
            • Editing and deleting columns
            • Best practices
            • Troubleshooting
          • Fields
            • Purpose and Use
            • Adding and Editing Fields
            • Configuring Field Properties
            • Setting Validation and Match Score
            • Best practices
            • Troubleshooting
            • New Fields with Charges
          • Model Training
            • Purpose and Use: Model Training
            • Import Data: Model Training
            • Manage training data
            • Testing the model
            • Best practices
            • Troubleshooting
          • Regex
            • Purpose and use
            • Creating a Regex Pattern
            • Editing and Saving Regex Patterns
            • Best practices
            • Troubleshooting
          • Script
          • Script Activation and Management
          • Testing Scripts
          • Purpose and Use
          • Creating and Editing Scripts
          • Best Practices
          • Troubleshooting
          • e-docs
            • Currently Supported E-Invoice Standards
              • Roadmap
            • E-Invoice examples
              • XRechnung 1.2
              • XRechnung 2.0
              • XRechnung 2.1
              • XRechnung 2.2
              • XRechnung 2.3
              • XRechnung 3.0
              • XRechnung Cross Industry Invoice
              • FacturX
            • EDI Settings: Overview & Benefits
              • EDI Structure Descriptor File Guide
                • EDI Structure descriptor
              • EDI Transformation File Guide
              • EDI Preview File Guide
              • EDI Extraction Paths File Guide
              • EDI Videos
              • EDI Mappings
                • EDI 810 (Invoice) Mapping
                • EDI 850 (Purchase Order) Mapping
                • EDI 855 (Purchase Order Acknowledgement) Mapping
                • EDI 856 (Advance Shipment Notice) Mapping
            • XRechnung
              • Standard Preview
              • Mapping XRechnung in DocBits
                • TOML Export
            • Peppol BIS Billing 3.0
              • Transformation file and Mapping
            • Faktura
            • ZUGFeRD 1.0, 2.1 and 2.3
            • eSLOG 1.6 and 2.0
          • More Settings
            • Purpose and use
            • Best practices
            • Troubleshooting
            • Duplicate Detection
            • Approval
              • Approval Stamp
              • Approval History
            • Purchase Order
              • PO Table in Layout Builder
              • Auto check for PO updates
              • Calculate PO unit price
              • Export not matched PO lines
              • Purchase order tolerance settings / Additional purchase order tolerance
              • Purchase order disable statuses
              • Supplier Item Number Map - Admin Documentation
        • Email Notification
          • Configuring Notifications
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        • E-Mail templates
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      • Document Processing
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        • Import
          • Test: Multi Email Import and Handling Tests
          • Test: Email Import and Handling Tests
          • Test: FTP Import Connection
          • Test: File Import 1
        • Rule Manager
          • TransactionConfig Pro Template
            • Case 1, 2, 3: Quantity and Unit Price Within Tolerance
            • Case 4, 5: Quantity Within Tolerance, Unit Price Outside Tolerance (Approved)
            • Case 15: Charge Line - Charge Per Unit Outside Tolerance (Rejected)
            • Case 14: Header Charge - Charge Per Unit Outside Tolerance (Approved)
            • Case 12, 13: Header Charge - Charge Per Unit Within Tolerance
            • Charge Per Unit Outside Tolerance (Rejected)
            • Case 14: Charge Line - Charge Per Unit Outside Tolerance (Approved)
            • Charge Per Unit Within Tolerance
            • Case 11b: Quantity Outside Tolerance (Positive Rejected), Unit Price Outside Tolerance (Rejected)
            • Case 10b: Quantity Outside Tolerance (Negative Rejected), Unit Price Outside Tolerance (Rejected)
            • Case 8b, 9b: Quantity Outside Tolerance (Approved), Unit Price Outside Tolerance (Approved)
            • Case 11a: Quantity Outside Tolerance (Positive Rejected), Unit Price Within Tolerance
            • Case 10a: Quantity Outside Tolerance (Negative Rejected), Unit Price Within Tolerance
            • Case 7: Quantity Within Tolerance, Unit Price Outside Tolerance (Positive Rejected)
            • Case 6: Quantity Within Tolerance, Unit Price Outside Negative Tolerance (Rejected)
            • Case 8a, 9a: Quantity Outside Tolerance (Approved), Unit Price Within Tolerance
            • Case 15: Header Charge - Charge Per Unit Outside Tolerance (Rejected)
            • Tax Lines
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          • How to Create Database Access for a Specific Organization User
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      • When
        • Card description
        • Document Type Operation
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      • And
        • Compare with Purchase Order
          • Combined Price of Quantity Difference
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          • Order Data in Order Confirmation
          • Confirmed Delivery Date
          • Compare Order Confirmation with Purchase order
          • Tax in document field
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          • Item Id on Purchase Order
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          • Checkbox is checked
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      • Then
        • Document Field
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        • Status
          • Change Status to
        • Export
          • Export with Export Configuration
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        • Task
          • Create a New Task and assign it to the User
          • Create a New Task and assign it to the Recipient
          • Create a New Task and assign it to the group
          • Create a New Task and assign it to the User in Document Field
          • Assign a Task with Title
          • Create a New Task and assign it to Procurement Group
          • Assign to Procurement Group and Create a Task/Notification
          • Assign Document and Create Task/Notification for Group
          • Assign Document and Create Task/Notification for User
          • Assign Document and Create Task/Notification
        • Table
          • Change Entries with
          • Calculate Columns with
          • Calculate in
        • Assignee
          • Assign user from field
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          • Assign document to recipient
          • Assign document to the sub organization
          • Assign document to matching sub organization
          • Assign to group
          • Assign document to procurement group
          • Assign document to
          • Assign Sequentially to User
          • Assign Sequentially to Procurement Group
          • Assign Sequentially to Groups
          • Assign Sequentially to User/Group
        • Action
          • Call Api
          • Run Workflow
          • Send HTTPS request to
          • AI Calculation for Cost Increase Surcharges
      • Workflow Example: Conditional Export Trigger
      • Workflow Documentation
      • Standard Workflow
        • Above Max Amount
        • Cost Invoice - Export
        • Less than Max Amount
        • Purchase Invoice - 2nd Approval Quantity Export
        • Purchase Invoice - 2nd Approval Quantity
        • Purchase Invoice - 2nd Approval Unit Price Export
        • Purchase Invoice - 2nd Approval Unit Price
      • Material Ordering and Processing Workflow
    • Setup
      • Document Types
        • EDI Data Transformation Process
        • Layout Builder
        • Origin Layouts
        • Regex Manager
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          • Adding New Columns
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    • Report Page
  • Infor Integration and Configuration
    • Importing Master Data
      • Field Mappings
      • LN
        • Auto Accounting
        • Suppliers and Purchase Orders
          • Purchase Order - FAQ
          • Verifying the Logistic Company Setting for Goods Receipt Discrepancies
        • Tax Codes
      • M3
        • Auto Accounting
        • Suppliers and Purchase Orders
        • How to import all suppliers
        • Table Extraction for costing Element
      • Custom Master Data
    • Exporting in DocBits
      • Export Module
      • Alternate Export
    • Exporting to INFOR
      • Creating a BOD Mapping File
      • Creating an IDM Mapping File
      • Creating an ION API Endpoint
      • Creating an ION API File
      • Export to M3 Mapping (API)
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      • Stream for Cloud Customers
      • Order Confirmation
      • Document Export Mapping
      • M3
        • Example Export M3
        • Handling Charges with Infor M3
        • M3 Configuration
      • LN
        • Example Export LN
          • Configuring the Default Tax Country for Export LN
        • Export Tax Codes to LN
        • LN Configuration
  • Advanced functions and tools
    • Scripting in DocBits
      • Calculating Total Charges Script for Docbits
      • Calculating Total Charges Script for Docbits
      • Delete lines with empty quantity and amount
      • Formatting Export Certificate Reference Numbers Script for Docbits
      • Functions
      • Generating Extended Invoice Numbers Script for Docbits
      • Generating Extended Invoice Numbers Script for Docbits
      • USD as Default Currency
    • Course
      • A Step-by-Step Guide
      • Connect DocBits with Infor SSO
      • Create your Custom App in Infor OS
      • Infor OS with DocBits API Integration
      • M3 Export
      • Sync Flex Dimensions: Infor to DocBits
    • Postman for DocBits
    • SQL Access
    • Importing Supplier and Purchase Order Data into DocBits from CSV Files
    • PowerBI
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        • Custom classification document
        • Field
        • Document table column
        • Email template
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        • Fellow kv table column rule
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        • API credentials
        • public.document_log
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        • Document type attributes
        • Document Report
        • Electronic document extraction attributes
        • Lookup field configuration
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        • Document Import log
        • Lookup Configuration
        • Sub document type
        • Document Status alert
        • Inbound Emails
        • Chat Log
        • REST API Lookup Configurations
        • FTP Import Configurations
        • Purchase Order line
        • Receive delivery line
        • Document Script activation status
        • Field validation rules
        • Custom_classification_document_label
        • Training data
        • Tfidf preferences
        • Additional charge costing element
        • PO match tolerance
        • Auto test document
        • Custom classification tag
        • Supplier address
        • Organisation document type
        • Sub Organisation Cache
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  1. Administration and Setup
  2. Workflow

Workflow Documentation

PreviousWorkflow Example: Conditional Export TriggerNextStandard Workflow

Last updated 1 year ago

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Workflow Documentation

To keep an overview, you can give the workflows different headings so that you can immediately know what task this workflow is about.

Create a new Workflow: Click on + ADD WORKFLOW

You can use these workflows (Test 1,2,3) to automatically assign various documents to the right employee in the company.

If an invoice or other document exceeds a certain total amount that requires prior review and approval, these documents can be immediately assigned to the correct person.

Test 1: Logic Card

When: Assignee is: Amier Haider

And: Document type is: Invoice

Then: Assign document to: Stefan Reppermund

Test 2: Logic Card

When: Assignee is: Amier Haider

And: Document type is: Delivery Note

Then: Assign document to: James Edwards

Test 3: Logic Card

When: Assignee is: Amier Haider

And: Document type is: Order Confirmation

Then: Assign document to: Anian Sollinger

It is also possible, if the document is not assigned to a single person, to assign it to a specific employee from the start.

For an easier overview of what should happen to a document, you can set the status for incoming documents in this workflow. This workflow makes it possible to immediately see whether there is, for example, a pending approval.

Test 4: Logic Card

When: Document type is: Delivery Note

And: Assignee is: Amier Haider

Then: Change Status to: Pending Approval

Test 5: Logic Card

When: Document type is: Invoice

And: Assignee is: Stefan Reppermund

Then: Change Status to: Pending Second Approval

If an invoice or other document exceeds a certain total amount that requires prior review and approval, these documents can be assigned to the right person immediately.

Test 6: Logic Card

When: Assignee is: Amier Haider

And: Docfield total_amount is Greater than 500

Then: Assign document to: Asad Usman Khan

It is also possible to enter the status into the workflow, so the assigned person can immediately see what status this document is and what should happen next with it.

Test 7: Logic Card

When: Assignee is: Amier Haider

And: Docfield total_amount is Greater then 500

Then: Assign document to: Asad Usman Khan

Change Status to: Pending Approval

For example, if certain or important information is missing from a document, but is important and must be included for further processing, you can set up the workflow so that these documents are immediately forwarded to the buyer and a substitute (replacement).

Test 9:

The Workflow with these logic cards is designed to automatically verify that the quantity, unit price, or discount detailed in an order confirmation matches the corresponding figures in the purchase order. This verification ensures consistency and accuracy between what was ordered and what the supplier confirms to deliver.

You can give these documents a specific status or assign them to a specific employee.

Logic Card: Quantity or Unit Price or Discount Match

This logic card is designed to automatically verify that the quantity, unit price, or discount detailed in an order confirmation matches the corresponding figures in the purchase order. This verification ensures consistency and accuracy between what was ordered and what the supplier confirms to deliver.

Trigger Condition

The logic is activated when any of the following conditions are met in an order confirmation relative to the original purchase order:

  • Quantity: The quantity of items ordered matches the quantity confirmed by the supplier.

  • Unit Price: The price per item agreed upon matches the supplier's confirmation.

  • Discount: Any discounts applied are consistent between the purchase order and the order confirmation.

  • Define Comparison Parameters: Set up the specific fields (quantity, unit price, discount) that the logic card will check for a match.

  • Automate Verification: Configure the system to automatically compare these details upon receipt of an order confirmation.

  • Customize Alerts: Decide on the workflow for handling discrepancies, including customization of alerts for manual review.

This logic card is vital for ensuring that the details of an order confirmation align with the original purchase order, safeguarding the integrity of the procurement cycle.

Test 10:

If you have a different calculation for surcharges, or only have them on some items, you can use the generic table calculation cards, some of them also allow to filter for regular expressions.

Above is a calculation example for MTZ with a filter for item numbers starting with 01, 06, 9, 001 or 000.

With a manual setup it’s advised to split calculations that depend on new columns into a separate workflow. To continue with the calculation you can use the Run Workflow card.

Run Workflow

With this card you can specify the name of a workflow that is to be run after the current workflow if its conditions are met and after previous then cards of the current workflow. While it prioritises runnable, active workflows, it also allows you to run deactivated workflows if the document fulfills the workflows conditions.

Adding calculated surcharges into an existing column

If you want to add all surcharges as a negative discount into the discount column, you can use the calculation card. There might be entries in this column, you can set it as one of the variables on the card, have the MTZ subtracted from it and add the result back into this column. In case there are empty fields (surcharges only for some items) it will assume a 0 for its calculation

Notify user to authorize the order confirmation in DocBits

After calculating the surcharges you might want to notify a specific user to authorize the order confirmation. For this you can use the notification card

Depending on settings, the user gets assigned a new task in DocBits and optionally an email to notify them of their new task.