# DocBits Welcome to DocBits Welcome to **DocBits**, your comprehensive source for documentation strategies and insights. At DocBits, we are dedicated to providing clear, concise, and up-to-date documentation resources for [enduser](/end-user-and-partner-section/end-user-section), [admins](/administration-and-setup/settings), and [partners](/end-user-and-partner-section/partner-section). ## DocBits with Workflow {% @arcade/embed flowid="JqTpGV34UBKmI0iAumoX" url="" %} [**DocBits**](https://www.docbits.com) **by** [**FELLOWPRO AG**](https://www.fellowpro.com) is an advanced intelligent document processing (IDP) solution designed to optimize and automate the handling of business documents. Official Documentation: [doc.docbits.com](https://doc.docbits.com) Below is a summary of its unique features and benefits: ## **Key Features** 1. **Automatic Data Extraction** * Utilizes AI and OCR (Optical Character Recognition) technology to extract data from various document types. * Supports over 120 languages. * Capable of extracting unstructured data at both header and line levels. 2. **Swarm Intelligence** * Leverages the power of AI swarm intelligence to deliver communal benefits across customers. * Enhances the training of classification and extraction models with input from a wide range of users. * Provides over 96% accuracy in data extraction and classification. 3. [**PO Matching**](/end-user-and-partner-section/end-user-section/purchase-order-matching) * Automates the reconciliation of purchase orders with incoming invoices. * Ensures accurate financial transactions and promptly addresses discrepancies. * Supports matching of various document types, not limited to invoices. 4. [**Auto Accounting**](/end-user-and-partner-section/end-user-section/accounting-for-cost-invoice-and-indirect-sales) * Facilitates automatic booking to ledger accounts. * Allows splitting of amounts by department. * Supports the definition of ledger accounts by the accounts payable team. 5. **Integrated Validation and** [**Approval**](https://github.com/Fellow-Consulting-AG/docbits/blob/main/readme/broken-reference/README.md) **Processes** * Provides integrated validation processes to ensure data accuracy. * Features approval [workflows](/administration-and-setup/workflow) to streamline document handling. 6. **Seamless Integration** * Integrates seamlessly with Infor IDM (Intelligent Document Management) and Infor ERP (Enterprise Resource Planning) systems, including [M3](/infor-integration-and-configuration/importing-customer-master-data/m3) and [LN](/infor-integration-and-configuration/importing-customer-master-data/ln). * Supports data import through [email](/end-user-and-partner-section/end-user-section/how-to-import-documents/email) or [FTP](/end-user-and-partner-section/end-user-section/how-to-import-documents/ftp) connection and export to relevant ERP modules. 7. **User-Friendly Interface** * Offers a modern and simple UI that requires no IT resources for setup and maintenance. * Features an interactive dashboard with unlimited document types and custom extracted columns. 8. **Secure Cloud-Based Solution** * Hosted on a secure cloud in Germany, ensuring data privacy and security. * Facilitates easy migration from legacy solutions. **Benefits** * **Efficiency**: Automates repetitive tasks, reducing manual entry and errors. * **Accuracy**: High accuracy in data extraction and document classification. * **Scalability**: Can handle unlimited document types and volumes. * **Compliance**: Maintains an audit trail for compliance and review. * **Cost Savings**: Reduces the need for physical storage and manual processing. **Use Cases** * Suitable for a wide range of industries and document types, including invoices, delivery notes, order confirmations, and more. * Ideal for businesses looking to optimize their document capturing processes and enhance operational efficiency. For more information, visit [FellowPRO AG](https://fellowpro.com/) or contact sales at . Follow us on [LinkedIn](https://www.linkedin.com/company/fellowpro). {% embed url="" %} # Key Features of DocBits DocBits is a cloud-based document capture solution that harnesses the power of Artificial Intelligence (AI) and Machine Learning (ML) to effectively recognize, classify, analyze, and extract information from various types of documents, regardless of their format. Here’s a closer look at its key features:
Key Features of DocBits

Key Features of DocBits

* Document Recognition\_:\_ DocBits employs AI algorithms to accurately identify and recognize documents, whether they are in paper form or electronic files. * Document Classification: It classifies documents into relevant categories, facilitating easy organization and retrieval. * Data Extraction: DocBits extracts critical data from documents, transforming unstructured information into structured data that can be integrated into your workflow. * Machine Learning: The system continually learns and improves its recognition accuracy with each processed document, making it more proficient over time. * Swarm Intelligence: DocBits utilizes swarm intelligence to enhance its learning capabilities, creating a self-improving system. # Architecture ## **DocBits Cloud customer**
DocBits Cloud Customer Architecture
## DocBits On premise
DocBits On Premise Architecture
Doc**Bits** seamlessly integrates with Infor LN/M3 through ION API, ION Desk, and Infor Standard BODs. Our API integration allows us to export data to Infor and perform master data validation in Doc**Bits**. ## **DocBits Operator Architecture** All connections between components are secured using industry-standard encryption protocols. SSH, HTTPS, and other secure channels ensure data integrity and confidentiality throughout the system. **On Premise:**
{% content-ref url="/pages/22Msant1byxv36JnwHgM" %} [Prefect Local Setup Requirements](/overview-and-basics/architecture/prefect-local-setup-requirements) {% endcontent-ref %} **Cloud**:
## Exporting Data to Infor We use the ION API to send the PDF with attributes to IDM and the BOD Sync.CaptureDocument to ION Desk. In ION Desk, we transform the [Sync.CaptureDocument](/infor-integration-and-configuration/exporting-in-docbits) to the desired target BODs based on the document type being processed. These transformed Infor BODs are then automatically imported to LN or M3. {% hint style="info" %} Export to [Infor](/infor-integration-and-configuration/exporting-to-infor) {% endhint %} ## Master Data Validation in DocBits To identify the supplier or compare/match purchase order lines, we activate a trigger in LN/M3 that sends the Sync.RemitToPartyMaster, Sync.SupplierPartyMaster, and Sync.PurchaseOrder BODs to Doc**Bits**. We configure this process in ION Desk by defining the dataflow to a specific connection point to Doc**Bits**.
{% hint style="info" %} [Master Data Validation](/infor-integration-and-configuration/importing-customer-master-data) {% endhint %} ## Email Import OAuth Office365
# DocBits Infor on Premise Customer To send data to Infor onPremise customer we offer two ways Site2Site with IPsec or [WatchDog](https://docs.docbits.com/administration-and-setup/setup/watchdog) Sending Data to Infor On-Premise Customer To send data to an Infor on-premise customer, we offer two ways: Site-to-Site VPN with IPsec. ## IPsec (Internet Protocol Security) Site-to-Site VPN Configuration ### 1. Configuration Informations: | **IPSEC VPN Setup** | | | ------------------------------ | ---------------------------- | | | **Endpoint B** | | **Customer** | ***FELLOWPRO AG*** | | **Name of Contact** | ***Daniel Lopez*** | | **Mail** | | | **Endpoint Hardware/Software** | ***StrongWAN*** | | **Location of Firewall** | ***Frankfurt*** | | **Endpoint IP** | ***46.101.133.158*** | | **Network/Host 1** | ***10.135.0.0/16*** | ### 2. For an IPsec site-to-site VPN, you need to configure and open the following ports: 1\. UDP port 500: Used for Internet Key Exchange (IKE) phase 1 and phase 2. 2\. UDP port 4500: Used for NAT traversal (NAT-T), allowing VPN traffic to pass through NAT (Network Address Translation) devices. ## Accessing Infor OS • Authentication URL: • Data URL: ## Summary: For setting up an IPsec site-to-site VPN, ensure the above ports and protocols are configured and open. Use the provided URLs to access Infor OS for authentication and data. # Certifications DocBits is operated by **Fellowpro AG** under a comprehensive information-security, privacy and internal-controls program. The certifications below are independently audited each year; customers can download the official attestation reports directly from this page. {% hint style="info" %} Need a certificate for your procurement, security or compliance team? Every report on this page is the signed auditor deliverable — no NDA required. For questions about scope, controls or upcoming audits, contact ****. {% endhint %} ## 1. ISO/IEC 27001
This international standard defines the requirements for establishing, implementing, maintaining, and continually improving an Information Security Management System (ISMS). It helps organizations protect data in a systematic and cost-effective way, including processes for risk management and information security controls. **Impact for clients:** Ensures that DocBits adheres to the highest standards of information security, providing confidence that sensitive data is well-protected. **Latest audit:** Surveillance Audit SA1, 2025 — Fellowpro AG ISMS. {% file src="/files/dEdHwRCVdDqCP8gyNZBc" %} ## 2. SOC 1 (Service Organization Control 1)
SOC 1 reports are designed for organizations that need to demonstrate the effectiveness of internal controls over financial reporting. It is particularly relevant for service providers that affect their clients’ financial reporting. **Relevance to DocBits:** Demonstrates our commitment to maintaining stringent internal controls over financial data, providing assurance to clients about the reliability of our processes. **Latest audit:** SOC 1 Type II — reporting period 2025. {% file src="/files/Vgy5RueuluamSoiYqkH8" %} ## 3. SOC 2 (Service Organization Control 2)
SOC 2 focuses on a service organization’s controls relevant to security, availability, processing integrity, confidentiality, and privacy of data. It is crucial for technology and cloud computing companies that handle sensitive information. **Value for clients:** Provides independent validation that DocBits has implemented effective controls to protect client data, ensuring trustworthiness in our software and services. **Latest audit:** SOC 2 Type II — reporting period 2026. {% file src="/files/1d9di4errLBW6fuxcONk" %} ## 4. GDPR (General Data Protection Regulation) Compliance
The GDPR is a regulation in EU law on data protection and privacy in the European Union and the European Economic Area. It also addresses the transfer of personal data outside the EU and EEA areas. **Client assurance:** Compliance with GDPR ensures that DocBits processes personal data in line with EU regulations, protecting user privacy and adhering to strict data handling guidelines. **Latest audit:** Independent GDPR Audit Report, 2025. {% file src="/files/kysjZV2RPcaKVvnECHL7" %} *** For additional documentation — DPA templates, sub-processor lists, penetration-test summaries or security questionnaires — reach out to **** or your DocBits customer success contact. # Prefect Local Setup Requirements #### Requirements Make sure the following are installed on the host system: * **Docker Engine** * **Docker Compose v2** #### Host OS Compatibility * **Linux**: Recommended and fully supported. * **Windows**: Works with Docker Desktop (WSL2). Volume mounts may cause issues. * **macOS**: Supported via Docker Desktop. Similar to Windows in behavior. #### System Requirements * **RAM**: 1–2 GB per container. For multiple flows: 2–4 GB. * **CPU**: 1–2 cores per container. For concurrent flows: 2–4 cores. * **Disk**: 2–3 GB for image and logs # Security & Compliance FAQ **Vendor:** DocBits by FELLOWPRO AG | **Hosting:** Frankfurt, Germany | **ISO 27001 Certified** | **Date:** 2026-03-04 *** ## Status Legend | Symbol | Meaning | | ---------------------- | ------------------------------------------------------------------------------------------- | | ✅ Confirmed | Answer verified from official DocBits documentation or public sources | | ✅ Partial | Partially answered; additional detail needed from DocBits team | | ❓ To Confirm | No public information available — must be confirmed directly with DocBits/FELLOWPRO | | ⚠️ Needs Clarification | Public information raises concerns or ambiguity that requires explicit vendor clarification | *** ## 🔹 Data Location & Residency ### 1. Where exactly is the production environment hosted? **Response:** Hosted on DigitalOcean cloud infrastructure in Frankfurt, Germany. Uses DigitalOcean Spaces for storage and OpenSearch for log indexing. DocBits is ISO 27001 certified. All connections secured via SSH, HTTPS, and industry-standard encryption protocols. **Status:** ✅ Confirmed **Notes:** DigitalOcean Frankfurt confirmed (Spaces + OpenSearch). *** ### 2. Where is the DR (Disaster Recovery) environment hosted? **Response:** DR leverages secondary backup location in Amsterdam, Netherlands (EU). Combined with primary Frankfurt site, this provides geographic redundancy within the EU. **Status:** ✅ Confirmed **Notes:** Frankfurt (primary) + Amsterdam (secondary). Both EU locations. Ask for RTO/RPO targets and failover process details. *** ### 3. Where are backups stored? **Response:** Backups stored in two EU locations: * **Primary:** Frankfurt, Germany * **Secondary:** Amsterdam, Netherlands Backup schedule: Daily, Weekly, Quarterly, and Yearly backups. **Status:** ✅ Confirmed **Notes:** Comprehensive backup schedule (daily/weekly/quarterly/yearly) across two EU locations. All data stays within EU. Confirm backup encryption and restore testing frequency. *** ### 4. Are there geo-partitioning options (e.g., UK-only)? **Response:** Two data center regions available: * **Frankfurt, Germany** — for all EU customers * **New York, USA** — for US customers only EU customer data is hosted exclusively in Frankfurt. No UK-only option currently available. **Status:** ✅ Confirmed **Notes:** EU customers are Frankfurt-only — no cross-region data mixing. UK-only hosting not available; UK customers would be served from Frankfurt. Clarify if additional regions are on the roadmap. *** ### 5. Is data encrypted at rest and in transit? **Response:** All connections between components are secured using industry-standard encryption protocols (SSH, HTTPS). ISO 27001 certification mandates encryption controls. **Status:** ✅ Confirmed **Notes:** Confirm specific encryption standards (e.g., AES-256 at rest, TLS 1.2+ in transit). *** ## 🔹 AI/ML Model Handling ### 6. Are invoice contents sent to any third-party model host (e.g., OpenAI, Azure AI)? **Response:** AI models are NOT sent to third-party hosts. DocBits uses Mistral AI models running in Frankfurt, Germany — same location as production environment. No data leaves the Frankfurt region for AI processing. **Status:** ✅ Confirmed **Notes:** Mistral models hosted in Frankfurt. No third-party API calls for document processing. Fully self-contained. *** ### 7. Are extracted documents used to train broader models across customers? **Response:** Yes — DocBits uses "AI swarm intelligence" which trains classification and extraction models across all customers. However, the technology works like a map through the data — it learns the coordinates/structural positions of data fields on documents, NOT the actual document content. Raw document data is not shared across tenants. **Status:** ✅ Confirmed **Notes:** Swarm intelligence learns structural layout patterns (field coordinates/positions), not document content. This means no customer data (invoice amounts, supplier names, etc.) is shared across tenants — only document structure knowledge. *** ### 8. Can you restrict model training to your tenant only? **Response:** No per-tenant model isolation option. However, the shared AI models only learn document layout coordinates and structural patterns — not actual document content or business data. Customers can additionally train custom document types scoped to their own tenant. **Status:** ✅ Confirmed **Notes:** Low risk: Shared models learn positional/structural data only (coordinates), not business content. Custom document type training remains tenant-scoped. *** ### 9. Where are AI/ML models hosted and executed? **Response:** AI/ML models (Mistral) are hosted and executed in Frankfurt, Germany — same region as the production environment. **Status:** ✅ Confirmed **Notes:** Good: AI processing stays within Frankfurt. No data transfer to external AI infrastructure. *** ### 10. What AI/ML technologies are used (OCR engine, LLM, NLP)? **Response:** DocBits uses AI, OCR, machine learning for extraction. Supports 120+ languages. Claims 96%+ accuracy. Also uses Gen AI for "AI Tags" feature. **Status:** ✅ Partial **Notes:** Ask for specific model details: proprietary vs. third-party OCR, which LLM powers Gen AI features. *** ### 11. Is there an option for on-premise AI model deployment? **Response:** DocBits architecture documentation references both "DocBits Cloud customer" and "DocBits On premise" deployment options. **Status:** ✅ Partial **Notes:** Confirm scope of on-premise option: Does it include full AI processing or only document storage? *** ## 🔹 Data Access & Logging ### 12. Who (vendor support/engineers) can access raw documents and Infor ERP / SAP data? **Response:** FELLOWPRO AG has a designated Data Protection Officer (Daniel Jordan). DPAs with subprocessors are in place per GDPR. ISO 27001 mandates access controls. **Status:** ✅ Partial **Notes:** Ask DocBits: Exact list of personnel roles with raw document access. Is access need-based / on-demand only? *** ### 13. What access controls and logging exist for vendor personnel? **Response:** ISO 27001 certification requires documented access controls, audit trails, and security measures. DocBits maintains audit trail for compliance and review. **Status:** ✅ Partial **Notes:** Ask for: RBAC details, MFA requirements, privileged access management (PAM), and whether access is logged with immutable audit trails. *** ### 14. How long are access logs retained? **Response:** Logs are stored on DigitalOcean Spaces in Frankfurt and OpenSearch. Customer-accessible logs retained for 30 days. Internal logs retained for 3 months. **Status:** ✅ Confirmed **Notes:** DigitalOcean Spaces + OpenSearch in Frankfurt. 30-day customer access / 3-month internal retention. Confirm if logs are immutable/tamper-proof. *** ### 15. How long are uploaded documents / extracted data retained in DocBits? **Response:** Customers can configure data retention in settings. Options: 30 days or 3 months. After the configured period, documents and extracted data are automatically deleted from DocBits servers. **Status:** ✅ Confirmed **Notes:** Customer-configurable retention (30 days / 3 months). Confirm: Does deletion include all copies (DigitalOcean Spaces, OpenSearch, AI training data)? *** ### 16. Can customers request data deletion on demand? **Response:** FELLOWPRO AG complies with GDPR data subject rights including erasure requests. DPO processes these requests per GDPR Art. 17. **Status:** ✅ Confirmed **Notes:** Confirm: Does deletion cover all copies including backups and AI training data derived from the tenant? *** ### 17. What subprocessors have access to customer data? **Response:** Cloudflare is used for bot protection/DDoS. DPAs are in place with all subprocessors per GDPR requirements. **Status:** ✅ Partial **Notes:** Request full subprocessor list. Cloudflare confirmed; ask about cloud hosting provider, AI service providers, etc. *** ### 18. What certifications and compliance frameworks does DocBits hold? **Response:** ISO 27001 certified. GDPR compliant. Maintains DPAs with all subprocessors. Designated DPO. **Status:** ✅ Confirmed **Notes:** Ask: SOC 2 Type II? Penetration test reports? ISO 27701 (privacy)? Annual audit schedule? *** ## 🔹 Integration Scope (Infor ERP / SAP) ### 19. What is the exact list of data fields pulled from ERP masters for validation? **Response:** Master data imported via Infor BODs: * **Suppliers:** Sync.SupplierPartyMaster, Sync.RemitToPartyMaster * **Purchase Orders:** Sync.PurchaseOrder * **Chart of Accounts:** Sync.CodeDefinition (ChartOfAccounts) * **Flex Dimensions:** Sync.CodeDefinition (FlexDimensions) * **Tax Codes:** via BOD publish **Status:** ✅ Confirmed **Notes:** Ask DocBits for complete BOD list and field-level mapping documentation for your specific ERP configuration. *** ### 20. What specific header fields are exported back to the ERP? **Response:** Header export fields include: SupplierCode, PurchaseType, InvoiceType, InvoiceNumberSupplier, InvoiceDate, InvoiceAmount, InvoiceCurrency, RateDeterminer, RateDate, TaxCountry, TransactionEntryDate, Reference, IDMReference, TaxBaseAmount, InvoiceDocumentType, and more. **Status:** ✅ Confirmed **Notes:** Review field mapping file for your specific environment. Confirm all static fields match your ERP company setup. *** ### 21. Are write-back operations scoped only to AP/PO interface objects? **Response:** Export uses Sync.CaptureDocument BOD which is transformed to target BODs (e.g., AP invoice BODs) in ION Desk. Data also exported to Infor IDM for document archival. **Status:** ✅ Partial **Notes:** Confirm: Does DocBits write ONLY to AP invoice and PO receipt objects? Any other ERP modules touched? What about IDM write scope? *** ### 22. What integration method is used (ION API, BODs, direct DB)? **Response:** Integration via Infor ION API, ION Desk, and Infor Standard BODs. No direct database access. Uses ION API files and service accounts for authentication. **Status:** ✅ Confirmed **Notes:** Good: No direct DB access. All communication via Infor standard integration layer. *** ### 23. What authentication/authorization is used for ERP connectivity? **Response:** Uses ION API Files (OAuth2 client credentials) with ION API Client IDs and service accounts created in InforOS. **Status:** ✅ Confirmed **Notes:** Ensure service accounts follow least-privilege principle. Review permissions granted to the DocBits ION API user. *** ### 24. Is data transfer between DocBits and the ERP encrypted end-to-end? **Response:** All connections between components secured using industry-standard encryption (SSH, HTTPS). **Status:** ✅ Confirmed **Notes:** ION API communication uses HTTPS/TLS. Confirm minimum TLS version (1.2+). *** ### 25. What document types are supported beyond AP invoices? **Response:** Supports invoices, delivery notes/bills, quotations, order confirmations, contracts, and more. Handles PO and non-PO invoices. **Status:** ✅ Confirmed **Notes:** Clarify which document types write back to the ERP vs. are only stored in IDM. # Two-Factor Authentication (2FA) ## Overview Two-Factor Authentication (2FA) adds a second step to your login. After your password, DocBits asks for a second factor that only you have — a code from an authenticator app, a code emailed to you, or a passkey (Touch ID, Windows Hello, YubiKey, 1Password). Even if someone learns your password, they cannot sign in without that second factor. 2FA is **optional for each user** and can be **required by your organisation's administrator**. Single sign-on (SSO) logins (Google, Microsoft, SAML) are exempt — your identity provider already enforces its own MFA. You can enrol more than one method. The methods DocBits supports are: * **Authenticator app (TOTP)** — Google Authenticator, Microsoft Authenticator, 1Password, Authy, etc. * **Email code** — a 6-digit code sent to your account email. * **Passkey (WebAuthn/FIDO2)** — Touch ID, Windows Hello, a hardware key (YubiKey), or a password manager. When you turn on your first factor, DocBits also gives you **ten backup codes** to use if you ever lose access to your method. ## Where to find it Open your **profile / account settings** (top-right account menu → **Edit profile**) and select **Two-factor authentication**. The 2FA dialog shows your current status and the methods you can add.
The Two-factor authentication dialog

The Two-factor authentication dialog. From here you can enable an authenticator app, email verification, add a passkey, or open Manage.

## Set up an authenticator app (TOTP) 1. In the 2FA dialog, click **Enable 2FA**. 2. Scan the QR code with your authenticator app (Google Authenticator, 1Password, Authy, …). If you cannot scan, use the **manual key** shown below the QR code. 3. Enter the 6-digit code your app shows and confirm. 4. DocBits enables 2FA and shows your **backup codes** (see below).
The authenticator-app setup screen with QR code

Scan the QR code with your authenticator app, or enter the manual key. Then confirm with the 6-digit code the app shows.

## Set up email verification 1. In the 2FA dialog, click **Enable email verification**. 2. DocBits emails a 6-digit code to your account address. 3. Enter the code to confirm. Email verification is now on. ## Add a passkey 1. In the 2FA dialog, click **Add a passkey**. 2. Your browser or device prompts you to confirm with Touch ID, Windows Hello, a hardware key, or your password manager. 3. The passkey is saved. You can add several passkeys and rename or remove them later. ## Backup codes When you enable your **first** factor, DocBits shows **ten backup codes** — **once**. Each code works a single time and lets you sign in if you lose your authenticator or phone. * Save them somewhere safe (a password manager is ideal). * You can generate a fresh set any time with **Regenerate backup codes** (this invalidates the old set).
The backup codes screen

Your ten backup codes, shown once. Each works a single time — store them somewhere safe.

{% hint style="warning" %} Backup codes are shown only at the moment they are generated. DocBits cannot show them again — store them immediately. {% endhint %} ## Signing in with 2FA 1. Enter your email and password as usual.
The DocBits login screen

The login screen. You can also sign in without a password using Sign in with a passkey.

2. DocBits asks for your second factor. Choose your method: * **Authenticator** — type the current 6-digit code from your app. * **Email** — click **Email me a code** to receive a code by email, then type it in. * **Passkey** — click **Use a passkey** and confirm with Touch ID / Windows Hello / your key. * **Backup code** — if you cannot use your usual method.
The second-factor challenge screen

After your password, DocBits asks for your second factor. Switch method with Use a passkey or Email me a code, and optionally trust the device for 30 days.

3. On success you are signed in. ### What the email code looks like If you choose **Email**, DocBits sends a message with a 6-digit code that expires in 10 minutes:
The DocBits verification-code email

The verification-code email. The code expires after 10 minutes and can be used once.

## Trust this device On the second-factor screen you can tick **Remember this device**. DocBits then skips the 2FA step on that device for **30 days**. The trust is dropped automatically when you change your password, and you can revoke it yourself at any time (see below). ## Manage your passkeys and trusted devices Open the 2FA dialog and click **Manage** to review what is enrolled. * **Passkeys** — rename a passkey (click its name) or delete it. Deleting your last remaining factor turns 2FA off. * **Trusted devices** — revoke a single device, or **Revoke all devices** to force a fresh 2FA prompt everywhere.
Managing enrolled passkeys and trusted devices

The Manage view lists your enrolled passkeys and trusted devices, where you can rename or remove them.

## Turn 2FA off In the 2FA dialog click **Disable 2FA** and confirm with a current authenticator code or a backup code. Turning 2FA off also clears your backup codes and revokes your trusted devices. {% hint style="info" %} If your organisation **requires** MFA, you cannot log in with a password until at least one factor is set up. Ask your administrator if you are unsure whether MFA is mandatory for your organisation. {% endhint %} ## Passwordless sign-in (optional) Once you have a passkey, you can sign in **without typing your password** using **Sign in with a passkey** on the login screen. Your password keeps working as a fallback. Passwordless requires the passkey to verify you (Touch ID / Windows Hello / PIN), so it is both quicker and phishing-resistant. # Infor Infrastructure ### Open Port 443 & Secure Communication We understand the importance of secure data transfer. That’s why we use open port 443, the standard port for HTTPS, ensuring that all data transferred is encrypted and secure. Our SSL-secured connections guarantee that your data is safe during every step of the process.
Open Port 443 & Secure Communication - DocBits

Secure Data Transfer

### Communication With The Database When it comes to database communication, we don’t take any chances. Our Kubernetes setup and databases reside within the same Virtual Private Cloud (VPC). This means we only access the database via local IP, ensuring that the transmitted data never leaves the local network. It’s like having a private highway just for your data. ### Spaces Document handling is a breeze with Docbits. All uploaded documents are securely stored in a dedicated ‘Space’. We use SSL encryption for data traffic and require multiple keys for file access, making sure your documents are as secure as a vault. ### Traffic Security We only allow HTTPS-secured connections for communicating with our servers. This ensures that all data transferred is encrypted, keeping your sensitive information safe and sound. It’s like having a security guard for your data, 24/7. ### Infor Cloud
### Infor On-Prem Flexibility is key, and we offer both cloud and on-premise solutions. With our on-premise option, there’s no need to open any ports, ensuring that your network security remains uncompromised. Whether you’re in the cloud or keeping things in-house, we’ve got you covered.
# Release Notes > **Latest hotfix release:** [Hotfixes 12–25 August 2026](/overview-and-basics/release-notes/incremental-updates-12-25-august-2026): what changed in the 25 August 2026 production upgrade, from stricter organisation isolation to credit-note classification for e-invoices. All hotfix pages are listed in the navigation under Release Notes. ## **Release R1.0 13/14 June 2026** > **Sandbox Availability:** 28th April 2026 ### New Features: * **Activity Logging / Access Audit:**\ Detailed activity logging and access audit trail across the application for compliance and monitoring. Different type of logging for all microservices and based on time range. * **Global Quick Search:**\ Press Cmd+K / Ctrl+K from anywhere in the app to search across 200+ routes and 40+ in-page features. Shows top 8 results with fuzzy matching, arrow key navigation, and links to the full App Index Page. * **Sitemap (App Index Page):**\ Searchable index page cataloging every navigable page and in-page feature (dialogs, sidebars, panels) across DocBits. Organized into 18 categories with type filters, category pills, URL-synced search, and permission-gated entries shown as locked for non-admin users. * **Analytics Dashboard:**\ Comprehensive document processing analytics with Executive Overview, API Metrics, Quality Metrics, Processing Performance, Document Flow Analytics, Activity Log, Event Log, and Audit Trail. * **Dashboard Export Functionality:**\ New dashboard export functionality allowing a list export in CSV or XLSX formats. * **Full-Text Search / DocSearch:**\ AI-driven vector search across all indexed documents with real-time vendor filtering, "Find Similar" feature, and configurable indexing settings. * **Supplier Delivery Statistics:**\ New views providing insights into supplier-related document processing metrics. * **Debug Collector:**\ Press Ctrl+Shift+P to capture a full debug snapshot including API calls, WebSocket state, errors, console logs, performance metrics, and environment info. Snapshots can be copied to clipboard or sent directly as a support ticket with an HTML-formatted report and attached JSON file. * **AI Agents (DocNet):**\ Autonomous background agents that automatically process incoming emails — classifying, extracting, and routing documents without manual intervention. Agents work through assigned tasks independently and escalate to users via approval requests when human judgment is needed. Includes a dedicated agent dashboard for monitoring activity and performance. * **New E-Documents:**\ Over 80 new global e-invoice types and 40+ new formats including XRechnung 3.0.2, ZUGFeRD 2.2/2.3.2, Factur-X variants, and Asia-Pacific PINT Credit Notes. 100% classification and extraction coverage. * **AI Script Chat:**\ AI-powered chat assistant for basic script development with real-time streaming responses. * **Script Versioning:**\ Full version history for scripts with change tracking, comparison, and restore capabilities. Provides version management to scripts similar to how versions of E-Docs are maintained. * **Export History in Dashboard Actions:**\ Access export history for a document directly from the dashboard action menu. * **Generic API Exporter (APS450, GLS840):**\ Configurable generic API export target via a Mapping-File-configuration, for flexible integration with external systems. Support for APS450 and GLS840 were implemented. * **Multiple Export Configurations:**\ Support for multiple active export configurations per document type with execution ordering and a re-export button for retrying from the failed step. * **New Watchdog Version:**\ Complete rework of the WatchDog Settings page. Added new quality of life features, including current WatchDog Status, guide and commands for installing, XSLT-template configuration and a setting for autoupdate. Also implemented the functionality for WatchDog to handle multiple configurations at the same time. * **Vertex Integration:**\ Consumer Use Tax integration via Vertex for automated tax calculation and compliance during document processing. * **UI Redesign & Settings Rework:**\ Comprehensive UI refresh across the application. Redesigned login and auth pages. Redesigned settings area with collapsible sidebar, organized subcategories, anchor-based navigation, context help panel, and status tracking badges. Document scripts UI changes. Document flow new UI. Enhanced List of Values UI. * **Idea Board:**\ Feature request board for users to submit, discuss, and vote on new features, enhancements, bugfixes needed, etc. with rich text editor and image support. * **API Key Management:**\ Dedicated settings page for creating, viewing, and managing multiple API keys. * **Master Data Lookup Search Functionality:**\ Improved Master Data search capability by providing suitable search options based on selected fields. * **User Activity Chart:**\ Visual chart displaying user activity patterns and engagement metrics. Dashboard for login activity with trend comparison charts, daily/weekly aggregation, and GeoLite2-based geolocation. * **User Login History:**\ Users Detail View with login history. * **Customizable Sidebar:**\ Drag-and-drop reordering, show/hide toggle, and pin-to-top for sidebar menu items. Preferences are persisted per user with a "Reset to default" option. Respects feature flags. * **Video Carousel:**\ Autoplay video carousel on the prepare-dashboard page showing short animated product tip videos (Global Search, Keyboard Shortcuts, Document Upload, Table Customization). Two-column layout with videos on the left and dashboard preparation on the right. Auto-redirect pauses while users browse videos. * **Advanced Workflow Designer:**\ Visual, node-based automation builder with drag-and-drop canvas for multi-step processing pipelines. Supports wait steps, parallel paths, reusable templates, Or condition cards, manual test/run button, "Test from Here" partial execution, and per-node execution logs with visual flow highlighting showing exactly which nodes were executed. * **Workflow KPI Dashboard:**\ Key metrics dashboard for monitoring workflow execution. * **Workflow Partner Card SDK:**\ SDK for third-party developers to build custom workflow cards, with AI-powered review, sandboxed validation, and getting-started documentation. * **Workflow Test Manager:**\ Automated test manager for workflows, allowing administrators to create and run tests individually or in bulk. ### Enhancements: * **Database (All Modules) — Migration of ID Columns:**\ All DocBits "ID" database columns were internally migrated from strings to dedicated ID-type (UUID7). Underlying Postgres database has been migrated to V18 to support this enhancement. * **Document Processing — Further Enhancements:**\ Changing the export logic related to maximum amount of pages to consider — now the whole document will be exported. During the document validation the user will have the option to override the default maximum pages limit for this specific document. The computation of Pending Document Counter has been enhanced. * **Services Versions, Status & Deployment Date:**\ Service availability status provided in the "Service Versions" popup. * **Language Expansion:**\ Support expanded to 22 languages with updated language selector. * **Access Control Design on Field Level:**\ Redesigned/improved access control with clearer activation state, field level access, consistent rule handling, and simplified group-based permissions. Fixes conflicting rules between Access Control and View Permissions, shows import owner in the UI, and applies access control consistently across field validation, AI-extracted tables, and all views. * **Activity Stream for All Screens:**\ Activity stream now available on all document processing screens (Ready for Validation, PO Matching, Accounting, Quote Details, Reject) — not just Pending Approval. Moved to a consistent right-panel position across all screens. * **Document Flow Page:**\ Dedicated page for visualizing and tracking the document processing flow, showing status transitions and progress through the pipeline. * **Dual Monitor Mode (Global User Setting):**\ Dual monitor mode moved to a global user setting, persistent across sessions. * **Layout Builder Enhancements:**\ Support for hidden and read-only fields with visual indicators, resizable panel divider, and field length settings. Apply the Default Layout to multiple origins without visiting each one individually. ## **Release HotFix 3 16th April 2026** ### DocBits Enhancements: * **QR Code Extraction for Polish Invoices:**\ DocBits now supports QR code extraction specifically for Polish invoices, improving automated data capture for documents originating from Poland. ### Bug Fixes: * Fixed an issue where auto export failed when PO matching had already taken place but the purchase order was not associated with the document. * Fixed an issue where unit prices were incorrectly rounded for invoices with packaging units (Verpackungseinheiten / VPE). * Fixed an issue where export error messages from ION/MEC (e.g., Acknowledge.PurchaseOrder failures) were not displayed in DocBits, showing "Exported" status despite the export having failed. * Fixed an issue where the unit price on the approval screen was incorrect when AI table extraction was used. * Fixed an issue where the Total Matching script threw an error on the validation screen. * Fixed an issue where document processing failed with an error ("UserAuthentication object has no setter for 'org\_id'"). * Fixed an issue where table training was not working for specific vendors, with columns landing in hidden columns instead of mapped fields. * Fixed an issue where PO matching failed on large invoices (10+ pages) due to the multipart request size limit being exceeded. * Fixed an issue where script-populated column values were not persisted after a document restart. * Fixed an issue where the "Ignore Table Validation" toggle showed as active (green) in the UI but was actually deactivated in the background. * Fixed an issue where document quality was significantly degraded after import. * Fixed an issue where microservice versions and deployment dates displayed in the app were inconsistent across environments after a complete deployment push. * Fixed an issue where barcode extraction failed due to an error when building the user authentication object from task data. * Fixed an issue where supplier contact details were emptied when saving in the supplier portal. * Fixed an issue where documents ran into a NoneType error on export. * Fixed an issue where the email body was not included when the first attached file was a PNG or JPEG image. * Fixed an issue where the email body was missing for several documents. * Fixed an issue where the DocBits Operator "ai-exporting" did not produce export results in the target systems (LN/D3). ## **Release HotFix 2 31st March 2026** ### DocBits Enhancements: * **Hybrid PDF Processing — User-Controlled XML Extraction:**\ When a PDF contains embedded XML data, users can now choose whether DocBits should use the embedded XML for extraction or process the document as a standard PDF. This gives organizations full control over how hybrid documents are handled, ensuring the extraction method best suited to their workflow is applied. * **AP Assignment Code on Approval Screen:**\ The AP Manager Approval page now includes an AP Assignment Code field, integrated with Infor M3 CRS620. This allows approvers to review and confirm assignment codes directly during the approval process without switching to external systems. * **PO Total Matching with Document Total:**\ DocBits now supports matching the purchase order total against the total on the document, providing an additional validation layer during PO matching to catch discrepancies earlier in the process. * **Supplier Item Number and VPE Update:**\ DocBits now supports updating Supplier Item Number and VPE (Verpackungseinheit / packaging unit) fields during document processing, with the values being synchronized back to M3 upon export. * **Improved Document Layout Classification:**\ The document layout ID (tfidf\_id) is now generated based on header text only, excluding footer text. This improves classification accuracy by preventing footer content from influencing document type detection. * **Export & Next Button:**\ A new "Export & Next" button has been added, allowing users to export the current document and immediately proceed to the next one in the queue, streamlining the review and export workflow. * **Approval Process for Cost Invoices:**\ The approval process for cost invoices has been enhanced with improved routing and validation logic. ### Bug Fixes: * Fixed an issue where the Infor SFTP export failed with an error due to an incorrect library command. * Fixed an issue where boolean checkboxes could not be displayed on the approval screen. * Fixed an issue where UNMU messages were sent even when there were no mismatches in the purchase unit. * Fixed an issue where sales tax was incorrectly classified as a charge on the PO Matching screen, resulting in a negative unsettled amount. * Fixed an issue where the export failed when the purchase unit was not set in the order confirmation but was present in the purchase order. * Fixed an issue where the email body was missing for several documents. * Fixed an issue where the Supplier Item Number was not visible on the approval screen and updates were not sent to M3. * Fixed an issue where the supplier export to Infor returned an error. * Fixed an issue where PO Matching produced errors during processing. * Fixed an issue where the `findAll` function was not working correctly in document scripts. * Fixed an issue where the Watchdog "Updated By" column incorrectly showed the Fellow Admin user instead of the actual user. * Fixed an issue where BOD-Mapping could not be configured in the Watchdog UI. * Fixed an issue where charges were incorrectly shown as unsettled amounts instead of being displayed as charges. * Fixed an issue where auto-matching did not work for multi-line invoices despite a matching configuration being in place. * Fixed an issue where a hyphen ("-") in the item number was considered during PO matching for the purchase order but ignored on the invoice, causing a false mismatch. * Fixed an issue where both PDF and XML files were uploaded to the export folder even when the "Export PDF" toggle was disabled. * Fixed an issue where a missing status on the workflow card prevented documents from progressing through the workflow. * Fixed an issue where document quality was significantly degraded after import. * Fixed an issue where the PO Match screen threw an error ("Cannot read properties of null"). * Fixed an issue where the default list of values could not be edited. * Fixed an issue where the workflow could not read the field status properly, causing incorrect routing. * Fixed an issue where inbound email imports failed with an error. * Fixed an issue where missing lines were not arriving correctly in M3 during export. * Fixed an issue where coded and approved invoices were occasionally not being updated to "approved" status in M3 via the APS110 API. * Fixed an issue with the Multi Banking configuration not working correctly. * Fixed multiple issues with shared dashboard display and save behavior. * Fixed an issue where the Supplier Item Number field was limited to 30 characters, preventing longer values from being stored. * Fixed an issue where unit price and unit price per values caused an error during export. * Fixed an issue where PO lines with an excluded status (e.g., "Closed") could still be dragged and matched on the PO Matching screen despite being excluded by matching rules. ### Configuration Changes: * Updated email templates to remove the "Go to Task" button. * Adjusted scripts and mandatory field settings on costing elements. ## **Release HotFix 1 16th March 2026** ### DocBits Enhancements: * **Document History in SFTP Export:**\ DocBits now supports including the full document history as part of the exported XML payload when exporting to SFTP. This feature is configurable via the Export Settings and provides downstream systems with a complete audit trail of every status change and action taken on a document within DocBits — including who made the change, when it occurred, and what the previous and current statuses were. This is particularly valuable for compliance, traceability, and operational analysis. * **Charges Update on Order Confirmation for Infor On Premise:**\ Infor On Premise customers can now process Order Confirmations that include charges directly within DocBits. The charges are fully updated through the export, making the end-to-end Order Confirmation process seamless and removing the need for manual adjustments downstream. * **Apply Default Layout to All Origins:**\ A new **Apply Default Layout to Origins** button has been introduced in the layout configuration screen. Administrators can now push the Default layout to all origins within an organization in a single action, eliminating the time-consuming manual process of copying and pasting layout JSON across each origin individually. This is especially useful during new customer onboarding where multiple origins need to be configured consistently.
* **Document Type Selection for FTP Import:**\ FTP import configurations now support per-folder document type assignment. When configuring an FTP import, users can specify which document type — such as Invoice or Order Confirmation — should be applied to all documents imported from that folder. Documents are automatically classified upon import, removing the need for manual document type assignment after ingestion. This supports organizations that manage multiple document types across different sub-organizations and folders.
* **Export to GLS840 for Infor On Premise**:\ DocBits now supports exporting documents to the GLS840 program for Infor On Premise customers, expanding the range of supported export targets for on-premise environments. * **UI Enhancements for Watchdog and Export Configuration:**\ The Watchdog configuration and Export configuration screens have been refreshed with an improved user interface, offering a cleaner layout and a more intuitive experience for administrators managing these settings.
### Bug Fixes: * Fixed an issue where users with valid viewing rights were unable to view documents — permission logic has been refactored with an access-level check replacing the previous group-based filtering approach. * Improved exception handling across multiple areas of the application for greater stability. * Resolved an issue where boolean type columns were not handled correctly during field extraction. * Fixed an async authentication issue in the file upload endpoint. * Resolved UI display issues for the PO table on the validation screen. * Updated the script template to include change-tracking comments for better auditability. * Fixed an issue with dropdown fields not behaving correctly on the validation screen. * Fixed an issue where the sub-organisation field was not pre-filled when updating document assignments from the dashboard. ## **Release Winter Summit 10th December 2025** ### DocBits Enhancements: * **Enhanced PO-Matching Rule Customization:**\ DocBits now provides more granular and customizable control over purchase order matching rules. Administrators can configure precisely which columns should be evaluated during the matching process for each document type, ensuring that only the most relevant fields are considered. In addition, tolerances can be defined at the column level, allowing for greater flexibility when handling minor discrepancies. Each rule can also be configured to apply to manual matching, automatic matching, or both, giving teams the ability to tailor the matching workflow to their exact operational requirements. These enhancements significantly improve the adaptability and precision of the purchase order matching process.
* **Support for Multiple Supplier Financial Accounts:**\ DocBits now supports managing multiple financial accounts for suppliers through the RemitToPartyMaster BOD provided by Infor. This enhancement allows organizations to maintain several remit-to account records for a single supplier, improving flexibility and accuracy in payment processing. A new configuration setting has been introduced to enable or disable this capability, allowing administrators to activate the feature based on their operational needs.
* **Add User Access to OCR Extraction Results:**\ The **OCR View** button on the Field Validation screen is now available to all users who have validation access, rather than being limited to administrators. With this update, any authorized user can review OCR extraction results directly, making it easier to validate data accuracy and monitor overall OCR performance. This enhancement promotes greater transparency and improves the efficiency of the validation workflow.
* **Dynamic Column Rendering in Approval Screens:**\ Enhanced approval views to dynamically display only the columns configured for comparison in each organization’s database preferences. Previously, some of the organization specific columns would appear empty when not configured for comparison, causing confusion. Now, approval views only show fields that are actively being compared. This provides clearer, organization-specific approval screens without empty or irrelevant columns. * **Order Type Field Added to Master Data Lookup**:\ Purchase order header list now includes an "Order Type" column in master data lookup, providing additional categorization capabilities. * **Custom Filter Dashboard Improvements:**\ The dashboard sharing functionality has been enhanced to provide greater flexibility for shared users. Individuals who have dashboards shared with them can now adjust and edit the dashboard filters, enabling them to tailor the displayed information to their specific needs. This improvement supports a more personalized and interactive viewing experience, ensuring that users can easily refine the data insights most relevant to their tasks. * **Customizable Prefixes for Approval Screen Columns:**\ A new configurable option has been introduced to display prefixes before document columns on approval screens. This feature can be managed directly within the layout builder, giving administrators full control over whether prefixes are shown and which document types they apply to. By enabling this option, users gain clearer context and improved readability when reviewing documents during the approval process. ### General Improvements * Improved error logging for poorly trained tables in table extraction. * Added a sharing limit for dashboards of up to 10 users or 5 groups, along with a clear error message when the limit is reached. * Improved error handling for custom dashboards when a user attempts to create a dashboard with a name that already exists. ### Bug Fixes: * Fixed an issue where emails appeared to send successfully from the Supplier Details section but were not delivered to recipients. * Fixed an issue where Dropdown fields added to approval/rejection screens didn't display. * Fixed an issue where all exported documents were marked as last updated by wrong user. * Fixed an issue where documents showed "Workflow in Progress" status but no workflows executed and log stayed empty. * Fixed an issue where unrelated users were being assigned to documents at export time without performing any work on them. * Fixed an issue where users with correct permissions were unable to reject assigned documents and received errors. * Fixed an issue where document flow icons were not displaying for some organizations. * Fixed an issue where a popup appeared when uploading documents with drag and drop to the dashboard. * Fixed an issue where E-TEXT flags were showing as enabled in the UI even though API response showed all values as false. * Fixed an issue where an error occurred when uploading documents containing blank pages. * Resolved an issue where task hyperlinks in email notifications did not redirect users to the correct approval screen. * Resolved an issue where selecting the cross sub-organization caused the Master Data Lookup to show no suppliers. Users can now correctly view cross-organizational supplier data. ## Release Autumn Summit 22nd October 2025 ### DocBits enhancements: * **Email Template Design Improvements:** The email template editor has been redesigned to provide a clearer structure and smoother experience. Selecting document fields is now more intuitive, and attachments can be included directly within templates. These improvements make it faster and easier to create professional, tailored emails.
* **Dashboard Enhancements:** The dashboard has been extended to improve navigation and customization. With new tabs, users can switch more quickly between different document types, reducing the time spent searching for the right view.
* **Custom FilterDashboards:**\ In addition, dashboards can now be customized and filtered according to individual preferences. These custom dashboards can also be shared with colleagues, making it\ easier to create consistent team-wide reporting views.
* **Email Notification Logs:** A new logging feature is available for all email notifications. Users can now review a history of sent notifications, making it easier to verify deliveries and troubleshoot issues if emails are not received. * **E-Invoice Support: e-SLOG 1.6 & 2.0:** Support for additional e-invoice formats has been introduced. The system can now process and generate e-SLOG versions 1.6 and 2.0, expanding compatibility with partners and regulatory requirements. * **Duplicate Detection Enhancements:** Duplicate detection has been upgraded with two powerful configuration options. The **Duplicate Detection Interval** allows you to define a time range to check for duplicates more precisely, while the **Disallow Export of Duplicates** setting automatically prevents the export of documents that are detected as duplicates. Together, these enhancements provide more control and ensure higher data accuracy.
* **Decision Tree Enhancements:** Decision trees are now more versatile, with the ability to return document field values. This allows for more advanced automation logic, enabling workflows to make decisions based on actual document data. * **New Workflow Cards:** Two new workflow cards expand automation capabilities. The first allows you to check whether a document belongs to a specific sub-organization, making it easier to handle multi-entity setups. The second introduces a delivery date tolerance check, which compares delivery dates against the current date in business days to help manage and enforce delivery requirements more effectively. * **CSV Export Improvements:** The CSV export feature has been significantly improved. Instead of only exporting the documents displayed on the current page, the system now exports all documents in a dataset. Each export creates a log entry, and the resulting CSV is automatically sent via email, providing a more complete and reliable export process. * **Purchase Order Deletion Timeframe:** A new configuration option allows administrators to define a timeframe for purchase order deletion. This improvement adds flexibility and control over data retention policies, ensuring purchase orders are only removed when appropriate. ### Bug Fixes * Fixed an issue where old data was included when exporting documents. * Corrected the filter for Export Errors, which previously showed other statuses as well. * Resolved a table-validation mismatch where “Unit Price” triggered errors but “Unit Price Per” did not, despite values being correct. * Fixed a problem where adding a new column to the dashboard failed. * Corrected an issue where tasks were not visible in the dashboard task column. * Fixed random sorting behavior so that lists now follow a consistent order. * Resolved an issue where changing the column size could not be stopped. * Fixed a bug preventing manual line matching in the PO-Matching screen. * Corrected an issue where the email attachment option was reset after saving. * Fixed a problem where auto accounting initially displayed database IDs when opened for the first time. * Corrected fuzzy field behavior so values are no longer overwritten incorrectly. * Fixed an issue where fields in auto account disappeared after deleting content. * Corrected a bug where the user could not rename “First Name” and “Last Name” in the settings popup. * Resolved a problem where documents could get stuck in “workflow in progress.” * Fixed a menu icon color issue where selected organization colors were not applied correctly. * Corrected an issue where QR codes were sometimes not recognized. * Fixed a problem where accounts could not be removed with backspace to enter a different one. * Resolved a language mix-up after logging in following the production push. ## Release **Summer Bloom** July 2025 ### DocBits enhancements: * **Filter Option for Email Import Log:**\ Users now have the ability to filter the import logs and sort the table for a clearer, more efficient overview. This enhancement streamlines the process of identifying and managing email entries, improving troubleshooting and overall log management. * **Multi-Language Support for List of Values :**\ We've expanded multi-language capabilities to the List of Values feature. Administrators can now define labels in multiple languages, ensuring that the correct label is automatically displayed based on the user's system language settings. This enhancement promotes greater accessibility and localization, making it easier for users worldwide to interact with the platform in their native language.
* **User Detail Enhancements in Settings:**\ The settings interface now displays comprehensive user information. Administrators can easily view group affiliations, sub-organization details, and additional key data, enabling better management of user roles and a clearer understanding of team structures. Furthermore Admins can now create a System Admin for the Organization. * **Auto Accounting Information on the Approval Screen:**\ The approval screen now presents auto accounting details alongside invoice information. This improvement provides deeper insight into transaction data, facilitating smoother review processes and more informed decision-making regarding invoices. * **Task Counter for Documents on the Dashboard View:**\ Documents on the dashboard can now indicate open tasks associated with them and display the total number of pending tasks. This feature provides users with a quick overview of outstanding actions, improving task management and workflow efficiency. * **Supplier-Based AI Model Selection:**\ Users can now select the AI model used for data extraction on a per-supplier basis. This enhancement allows for fine-tuned optimization, ensuring better extraction accuracy for different suppliers and improving overall data processing results. [Learn more](https://docs.docbits.com/end-user-and-partner-section/end-user-section/validation-screen#supplier-based-ai-model) * **Enhanced Workflow Logs for Decision Tree Cards:**\ The logs now display the output of the decision tree, making it easier to track and understand how decisions were made within workflows. * **Introduction of New Auto-Testing Setup to Enhance System Functionality and Stability:** We are excited to announce the implementation of a new automated testing system designed to improve the overall functionality and reliability of our platform. This new setup will run consistent, thorough checks on our system to identify any issues before they impact your experience. By automating these tests, we can ensure faster responses to potential problems and maintain the highest standards of quality for our system. * **Microservices Architecture Implementation:**\ We've restructured the platform by splitting core components into dedicated microservices. This architectural shift enhances scalability, improves system performance, and enables faster, more modular development and deployment cycles. * **Walkthrough:**\ A guided walkthrough is now available to help users navigate and understand different parts of the application more easily. This is especially useful for onboarding new users or exploring unfamiliar features.
* **Decision Tree Improvements:**\ Enhancements have been made to the decision tree interface, including a more intuitive row addition feature — now located at the top of the tree — to simplify maintenance and editing. * **DocOperator**\ New AI-powered tools like DocOperator help automate repetitive tasks, improving efficiency and reducing manual effort across document workflows. * **Electronic Document Preview Option:**\ A preview feature has been added for electronic documents (eDocs), allowing users to test and view changes directly within the settings before deploying them.\\
* **New Language Support – Chinese:**\ DocBits now supports Chinese, expanding accessibility and localization options for users across global markets. * **Improved Task Dashboard:**\ The task dashboard has been enhanced to display a larger number of tasks at once, giving users a clearer overview and improving task tracking. * **PO Matching Improvements:** Added visual indicators for different matching states New setting to ignore already matched PO lines per document type Improved auto-check for PO updates to ensure consistency * **Layout Builder Improvements:**\ You can now search for both field names and field titles, making it faster and easier to configure and locate layout components. * **Export and Next Button in Approval Screen:**\ A new button has been added to the approval screen that allows users to export a document and automatically proceed to the next one in the “Ready for Validation” queue. * **New Workflow Cards:**\ New workflow cards have been introduced, including ones for running workflows on new purchase orders and quote-related events. These provide more automation options. * **Watchdog Improvements:**\ Watchdog configuration has been moved into the main application UI, making it easier to manage. Additional functionalities have also been introduced for better monitoring and control.\\
* **Line Rejection Enhancements:**\ Rejecting a line item now requires users to provide a reason, ensuring better traceability and accountability in review workflows. * **Supplier AI Model List in Settings:**\ A new settings view displays the AI models assigned to specific suppliers, along with an option to reset them. This improves transparency and manageability of supplier-based AI configurations. * **Document Log Improvements:**\ The document logs now include more detailed information to support better auditing and troubleshooting.
* **PNG and JPG Support:**\ You can now upload PNG and JPG files, which will automatically be converted into PDF format for processing. * **IDM Export Document Format Configuration:**\ The export format for PDFs in IDM can now be configured, giving users more control over how documents are generated. * **New eDoc Type – EDIFACT INVOIC02:**\ We now support the EDIFACT INVOIC02 electronic document type, expanding compatibility with standardized invoice formats. * **Email Notification and Template Options** DocBits now offers enhanced control over email notifications, including: * **Timed Resend:** Automatically resend notification emails after a defined period if no action is taken, ensuring that tasks aren't missed. * **Resend on Reassignment:** Notifications can also be triggered when tasks are reassigned, keeping users up to date with changes in responsibility. * **Custom Email Templates:** Administrators can now create and manage email templates to customize subject lines, message content, and formatting. This allows for personalized, context-aware notifications that match your organization’s communication style. These additions improve communication efficiency and reduce delays in document handling workflows. * **PO Status on Dashboard** The dashboard now includes an option to display the **status of linked purchase orders (POs)** directly within document overviews. This enhancement provides users with at-a-glance insight into PO progress—such as received or invoiced—enabling quicker decision-making and better alignment between documents and procurement processes. ### Bug Fixes * Resolved an issue where tasks were not appearing on the validation/approval screen. * Fixed the positioning of the Next/Previous button so that it remains static. * Fixed scrolling issues in the script and decision tree views, ensuring that action buttons remain stationary during scroll. * Removed the origin country field from e-invoices. * Fixed an issue with the task counter displaying an inaccurate number of tasks. * Added missing translations. * Corrected custom fields to display descriptive names instead of IDs. * Resolved an issue where documents were downloaded with an incorrect file name. * Fixed sorting inconsistencies in the invoice line table within PO matching. * Fixed an issue affecting task creation functionality. * Fixed an issue in PO matching where the invoice table sorting would reset when matching a line. * Resolved auto accounting issues by ensuring booking references split correctly when an amount is divided. * Updated the ClickHouse host information. * Resolved an issue where duplicate documents were not recognized as duplicates. * Fixed export issues caused by booking references that were too long. * Fixed the predictions given for auto accounting. * Resolved an issue where readonly checkboxes where not readonly * Fixed an issue where Users can be added to a sub-organization twice * Fixed an issue where changing the sub-organization for a document caused to reset the assigned user or group * Resolved some issues with auto.accounting Screen * Fixed an issue where users are unable to add FTP configuration * Fixed an issue with the SSO login * Fixed some issues related to Inbound Emails * Fixed an issue with documents getting a wrong name when downloading them * Fixed an wissue where the decision tree returns incorrect result ## Release Hot Fix Winter Frost 10th April 2025 ### DocBits enhancements: * **Enhanced `set_column_date_value` Script Function:**\ The `set_column_date_value` function now includes support for the `skip_weekend` option, allowing date values to automatically skip weekends when applied. * **Improved File Upload Support:**\ PNG and JPEG files can now be uploaded directly and are automatically converted into PDF format for streamlined document handling. * **Watchdog Functionality Upgrades:** * Now supports export to **Enaio** for better system integration. * Enhanced parsing capabilities to extract information from `Sync.ContentDocument` XML structures, enabling more efficient data processing. ### Bug Fixes * Fixed an issue on a script function. * Resolved an issue where Purchase orders had a wrong status after they where updated ## Release Hot Fix Winter Frost 17th March 2025 ### Bug Fixes * Improved the shortcuts. ## Release Hot Fix Winter Frost 11th March 2025 ### DocBits enhancements: * **Improved Data Extraction:** Added an option to extract the **Purchase Order** or **Item Number** from a line above or below. * **Expanded Cross Sub-Organizations Access:** Non-admin users can now also access the **Cross Sub-Organizations** feature. [Learn more](https://docs.docbits.com/administration-and-setup/settings/global-settings/groups-users-and-permissions/sub-organizations#cross-sub-organisations-access) ### **Bug Fixes:** * Fixed an issue where users could not be added to a group. * Fixed an issue with email import failures. * Resolved an issue with the field training on documents with more than page * Fixed an issue where scripts didn’t work properly. * Resolved an issue where document data didn't get displayed correctly * Fixed an issue with the auto update purchase order setting * Fixed an issue where the subscription tokens got displayed wrong * Resolved an issue where the task screen displayed an outdated document version * Fixed an issue that caused documents to not change their status ## Release Hot Fix Winter Frost 3rd February 2025 ### **DocBits Enhancements:** * **Support for ISO-8859-1 for ZUGFeRD:** Improved compatibility for invoices using ISO-8859-1 character encoding. * **Optimized Logging System:** Enhanced tracking and diagnostics for quicker issue identification and resolution. ## Release Winter Frost 22nd January 2025 #### New Features ### Support for ZUGFeRD 2.1 and Newer DocBits now includes full support for ZUGFeRD versions 2.1 and above, enabling seamless handling and processing of ZUGFeRD-compliant electronic invoices. The integration ensures: * **Compatibility**: DocBits is capable of managing ZUGFeRD invoices in both their structured (XML) and unstructured (PDF) formats, maintaining compliance with EU standards such as EN 16931 for e-invoicing. * **Efficiency**: Users can effortlessly import, validate, and extract data from ZUGFeRD e-invoices, minimizing manual data entry and reducing processing time. * **Flexibility**: Whether you're working with basic, comfort, or extended profiles within the ZUGFeRD standard, DocBits provides tools to manage each level of invoice complexity. * **Future-Proofing**: With support for newer versions, DocBits ensures that businesses remain compliant with evolving e-invoicing regulations across EU member states and beyond. By incorporating ZUGFeRD 2.1 and newer standards, DocBits simplifies cross-border transactions and aligns with modern business needs, making it an essential tool for organizations prioritizing digital transformation and regulatory compliance. [Learn more](https://docs.docbits.com/administration-and-setup/settings/global-settings/document-types/edi/zugferd-1.0-2.1-and-2.3) ### External API Integration for Enhanced Document Processing DocBits introduces an advanced capability to leverage external APIs during document processing, enhancing the completeness and accuracy of extracted data. This feature significantly reduces manual input by populating missing fields with accurate, up-to-date information retrieved in real time from trusted sources. It ensures that documents are processed faster and with greater consistency. ### Cross Sub-Organizations Access For organizations with multiple sub-organizations enabled, DocBits now introduces the Cross Sub-Organizations feature. This enhancement empowers administrative users to streamline their document management across all sub-organizations under a single umbrella. Admin users can now access and view all documents from every sub-organisation without needing to switch sub-organization. This centralized visibility enables admins to see all the documents for all the sub-organisations, making it easy to locate specific files while still maintaining a bird’s-eye view. [Learn more](https://docs.docbits.com/administration-and-setup/settings/global-settings/groups-users-and-permissions/sub-organizations#cross-sub-organisations-access)
### Document Visibility Based on Group Permissions DocBits introduces enhanced document visibility controls, enabling more precise access management for non-admin users through group-based permissions. This feature allows administrators to define which documents are visible to specific users or groups, ensuring streamlined workflows and improved data security. Admin users can assign documents to specific groups, granting visibility only to users within those groups. This ensures that users see only the documents relevant to their role or team, reducing clutter and enhancing focus. [Learn more](https://docs.docbits.com/administration-and-setup/settings/global-settings/groups-users-and-permissions/groups-and-permissions)
### Sequential Workflow and Approval History DocBits introduces a powerful Sequential Workflow and Approval History feature, designed to enhance document processing efficiency and accountability. By enabling documents to follow a predefined decision tree, this feature ensures orderly review and approval while maintaining a complete record of actions taken. Sequential Workflow Management: * Documents can be assigned to multiple users in a predefined sequence, ensuring that each stage of review or validation occurs in the correct order. * Each user in the workflow is notified when it's their turn to act on the document, reducing confusion and delays. * Workflows can be customized to match specific business processes **Approval History:** * A complete log of all actions taken on the document is available in the Validation and Approval views. This includes: * User actions (e.g., "approved" "rejected") * Timestamps for each action * Comments or notes added by users during review * The history ensures transparency and provides an audit trail for compliance and troubleshooting. [Learn more](https://docs.docbits.com/administration-and-setup/settings/global-settings/document-types/more-settings/approval-history)
### SFTP/FTP Documents Archive Enhancement The SFTP/FTP Documents Archive enhancement in DocBits builds on the existing import functionality, introducing a seamless method for archiving files after they’ve been processed. A new setting in the FTP import configuration allows users to enable or disable file archiving. Once files are successfully ingested and processed in DocBits, they will be automatically archived to a designated folder on the SFTP/FTP server if the option is enabled. This ensures processed files are preserved for record-keeping without cluttering the active import directories. [Learn more](https://docs.docbits.com/end-user-and-partner-section/end-user-section/how-to-import-documents/ftp)
### Multiple Tax Section for Tax Type and Export to LN This feature enhances tax handling capabilities by enabling detailed classification and export of tax information to Infor LN (Full Tax, Reduced Tax, Tax Free). This allows for better alignment with complex tax structures and ensures seamless integration with accounting systems. **Multiple Tax Sections per Type**: * DocBits now supports the addition of multiple tax sections under each tax type, such as: * Full Tax: Standard VAT or sales tax rates. * Reduced Tax: Lower rates for specific goods or services (e.g., essential items). * Tax-Free: Exemptions for eligible transactions. * These sections allow precise categorization of tax amounts, ensuring compliance with tax regulations and accounting standards. **Dynamic Auto Accounting Integration**: * Based on the data extracted during document processing, the relevant tax sections are automatically displayed on the Auto Accounting Screen. * This ensures that users can validate and adjust tax entries quickly without manual calculation or re-entry, streamlining the workflow. **Export to Infor LN**: * The tax data, including all relevant sections and classifications, is seamlessly exported to Infor LN, ensuring consistency between document processing in - DocBits and the enterprise resource planning (ERP) system. * Exported data is linked to the respective cost lines in Infor LN, maintaining clear traceability and accurate financial reporting.
### Dashboard Enhancements DocBits has introduced significant updates to the dashboard, focusing on usability, efficiency, and improved data visibility. These enhancements include a new "Assigned To Group" filter and an optimized UI for Document Logs, making it easier for users to interact with and manage their documents. ### PO Matching Enhancements DocBits introduces several usability improvements to the PO Matching Screen, designed to streamline the process of matching purchase order (PO) lines with invoices. These enhancements offer more intuitive controls for multi-line selection and provide clear visual indicators for handling outdated PO data. **Ctrl + Click for Individual Line Selection**: * Users can now hold the Ctrl key and click on specific lines to select multiple, non-contiguous rows on the PO matching screen. **Shift + Click for Range Selection**: * Users can select a range of rows by holding the Shift key, clicking on the first row, and then clicking on the last row. All rows in between the first and last selection will be automatically selected. **Automatic Outdated Data Detection**: * If the PO data associated with an invoice is old (based on system settings), an icon will be displayed to notify the user. This visual indicator ensures that users are aware of stale data that may not reflect the latest updates in the purchase order. ### Bug Fixes * Resolved an issue to ensure all possible values are displayed correctly during auto-accounting processes * Improved the user interface of Workflow Logs to make navigation and usability more intuitive * Updated the document fields to display additional information, such as required and hidden flags, directly in the user interface * Added visibility of group descriptions in the group settings * Displayed length restrictions for group names during creation to prevent errors * Addressed issues in the decision tree testing functionality and resolved translation inconsistencies * Improved the search functionality in Workflow Logs for more accurate and effective search results * Fixed an issue to prevent users from inadvertently deleting e-document drafts * Resolved bugs in the email import process to ensure seamless integration and data handling * Fixed issues with saving AI-generated tags, ensuring consistent data retention * Corrected a sorting issue that occurred when applying sorting across different pages of the dashboard * Enhanced the document counter to accurately display the number of documents processed by DocBits * Improved translations throughout the application to enhance usability for different languages ## Release Hot Fix Feast 17th December 2024 ### **DocBits Enhancements:** #### Email Import Enhancements * Users can now seamlessly import XML and EDI files through the Email Import feature. ## Release Hot Fix Feast 27th November 2024 ### DocBits Enhancements: #### Enhanced PO Optimisation * **Optimised Saving Mechanism**: The saving process has been streamlined to occur only after the user completes the matching, reducing redundant saves and improving efficiency. * **Enhanced Asynchronous Export**: Export functionality now runs asynchronously, ensuring smoother operations and an improved overall user experience. #### Workflow Enhancements The workflow functionality has been upgraded to provide a better user experience: * **Improved Logs**: Workflow logs now feature a cleaner, more intuitive interface, making it easier to review and understand process details. * **Enhanced Responsiveness**: Workflow execution processes are optimized for faster and more reliable performance, enabling quicker task completion and reduced delays. #### Improved Application Caching We’ve implemented advanced caching strategies across the application to optimize data retrieval and reduce load times. These improvements enhance overall usability by ensuring smoother navigation and a more responsive user experience, particularly for frequently accessed features. #### Dashboard and UI Upgrades * **Dashboard Enhancements**: The dashboard has been revamped with an improved layout and additional features to simplify navigation and enhance visibility of key metrics. * **UI Improvements**: The user interface across the application has been refined for a more modern, intuitive, and user-friendly experience, making it easier for users to accomplish their tasks with minimal effort. ### Bug Fixes: 1. Enhanced the fuzzy logic to ensure more accurate and reliable data population following extraction. 2. Fixed known bugs affecting groups and permissions, ensuring seamless access management and role functionality. 3. Addressed inconsistencies in translations across the application, improving clarity and localization. 4. Resolved layout-related issues, ensuring a consistent and optimized user interface across all configurations. 5. Corrected errors in master data lookup functionality, ensuring accurate and reliable data retrieval. 6. Resolved issues with email import functionality across all available options, ensuring smooth and error-free operations. ## Release Feast 4th November 2024 ### New Features: #### Email Import Enhancements Configured IMAP email settings to automatically send notifications for import results. Successful import notifications will confirm the files processed, while failure alerts will include the filenames and specific error details for prompt troubleshooting.

Email Import Configurations

#### Master Data Lookup Revamping Revamped the master data lookup settings with refined categorization, enabling faster and more precise retrieval of diverse master data types. This improvement streamlines data access by organizing master data into distinct categories, significantly boosting search efficiency and accuracy. Users can now locate the relevant data more quickly, enhancing productivity and decision-making across the application

Master Data

#### Performance Improvements Implemented a robust caching mechanism to significantly boost application performance, especially under high request loads. This improvement reduces server processing time by temporarily storing frequently accessed data, enabling faster response times and a smoother user experience. The new caching system efficiently manages increased traffic, ensuring reliable and scalable performance even during peak usage periods #### Document Lock Feature Enhancement Upgraded the document locking functionality to prevent simultaneous edits, ensuring data integrity and minimising conflicts. Now, documents are automatically locked during active editing, providing users with clear indicators when a document is in use and preventing others from making changes until the edit session is complete. This enhancement streamlines collaborative workflows and reduces the risk of data overwrites. #### Navigation and User Experience Improvements * **Breadcrumb Navigation**: Added breadcrumb trails across application pages to enhance navigation, allowing users to easily track and return to previous sections for a more intuitive browsing experience. * **Streamlined User Interface**: Removed the "new version" pop-up notification to create a smoother, uninterrupted workflow, reducing distractions and improving overall usability. ### Bug Fixes: * Resolved user-specific problems, such as attachment failures from encrypted or signed emails. * Fixed card display and flow problems. * Corrected routing issues with Next/Previous buttons. * Addressed bugs related to decision tree tables. * Updated UI for the password field to improve usability. * Fixed issues with the task counter not displaying correctly. * Corrected a user interface problem with the AI table. * Resolved errors with document extraction during table training. * Added a warning when a PO is matched during reformatting, and ensured matched rows are removed. * Fixed date formatting, ensuring data loads correctly by day and week filters, and ensured document types are properly displayed. * Corrected the display of documents on dual monitors. * Fixed a problem where unlinking one PO line would remove all lines. * Resolved incorrect translations across the application. * Fixed the issue where lengthy descriptions in rule management caused scrolling on the list. * FeastRestored missing "Assign-To" functionality for non-admin users. ## Release Harvest 9th September 2024 #### New Features ### Duplicate Invoice handling This feature allows users to identify if documents are duplicated across their system. This feature works by analyzing document fields that can be configured by the user. By selecting specific fields, users can customize the detection criteria to suit their needs, ensuring that only relevant duplicates are flagged. This helps to maintain data integrity and reduces the clutter of redundant documents, streamlining document management processes. {% embed url="" %} ### Decision Tree The decision tree is a tool used to automate decision-making in a workflow by mapping out choices and their outcomes. By integrating decision trees, you can ensure consistent decisions based on specific criteria, streamline processes, and reduce errors. This approach enhances efficiency by automating complex decision points within the workflow. {% embed url="" %} ### Choosing AI Models DocBits now allows users to switch between different AI models to better suit their needs. You can choose the AI model that best fits your specific use case, whether it's for document analysis, data extraction, or text classification. This flexibility enables you to optimize performance and achieve more accurate results, tailoring the AI's capabilities to your organization's unique requirements. {% embed url="" %} ### Choosing OCR Version DocBits now offers the ability to change the OCR (Optical Character Recognition) version used within the platform. Users can select different OCR versions based on their specific needs, ensuring better accuracy and compatibility with various document types. This feature allows for more precise text extraction from images and scanned documents, improving overall data quality and workflow efficiency. {% embed url="" %} ## Release Sunset 12th August 2024 ### New Features: ## Rule Manager [Rule Manager](/administration-and-setup/settings/document-processing/rule-manager) provides the flexibility to create and edit conflict resolution rules tialored for DocBits invoicing system. These rules are designed to automatically handle discrepancies between invoice details and purchase order (PO) data, ensuring accurate financial reconciliation. The system applies these rules to process invoice lines, charges, and taxes, and generates appropriate adjustments or notes when necessary.

Rule Manager

### Syncing Data Using Stream BOD syncing from Infor utilizes AWS Stream for real-time data processing, enhancing efficiency and significantly reducing data syncing time. ### XRechnung DocBits now processes XRechnung (electronic invoices) seamlessly by first creating a user-friendly PDF, streamlining and simplifying the invoice processing workflow.
### Bug Fixes: 1. PO Match Button Visibility\ Issue: PO Match button is available when there is no table or the table is deleted.\ Status: On field validation, PO Match will be hidden if there is no table or the table is deleted 2. Table Drag & Drop Sorting\ Issue: Table Drag & drop for sorting on all Lists/Dashboards\ Resolution: User can now drag and drop to sort the table 3. Validation Screen Toolbar\ Issue: Validation screen: toolbar right side not scrollable\ Resolution: Fixed 4. Horizontal Scroll\ Issue: Horizontal Scroll on Approval Screen\ Resolution: Fixed 5. Approval Screen Decision Clearing\ Issue: Ability to clear the approve/reject decision on approval screen\ Resolution: Fixed 6. Task Display on Approval Screen\ Issue: Task shown on the Approval Screen\ Resolution: Toolbar is available which shows the tasks count of open/in progress 7. PO Match Table Size\ Issue: PO Match table gets smaller after matching a line\ Resolution: Fixed 8. Task Assignment based on Item Procurement Group\ Issue: Translation for procurement group assignment\ Resolution: Fixed 9. Supplier Name and Id in Task Creation\ Issue: Adding Supplier Name and Id in Task creation\ Resolution: Supplier Name and Id will be picked from the document 10. Document Subtype Copy\ Issue: Click on Copy Document Subtype from sub document type setting was not working\ Resolution: Fixed 11. New Label Field\ Issue: New Label field in list of values to add label along with value and synonym\ Resolution: Fixed 12. Country Origin Card in Workflow\ Issue: New Card in workflow that checks country origin of a supplier and create a task or continue porcessing docuemtn accordingly\ Resolution: Fixed 13. Dark Mode Fix on settings searchbar\ Issue: This issue was previously identified\ Resolution: Fixed 14. Extracted Table Column Visibility Indicator\ Issue: Indicator if Columns are hidden in extracted table on Field validation\ Resolution: Fixed 15. Dashboard Assignment for Admins\ Issue: Make Assign to on the dashboard only for admins\ Resolution: Fixed 16. Document Split Visibility\ Issue: Show Document split only when more pages\ Resolution: Fixed 17. Invoice Dashboard Columns\ Issue: Additional columns on invoice dashboard\ Resolution: Fixed 18. Field Validation Script Deactivation\ Issue: Field Validation- Deactivate script was not working correctly\ Resolution: Fixed 19. Approval Layout Button Customization\ Issue: Cannot change the button type and style on approval layout builder\ Resolution: Fixed 20. Data Sync Table\ Issue: Data Sync Table in settings\ Resolution: Fixed 21. Dashboard Analytics Total Display\ Issue: Dashboard Analytics- display wrong total number\ Resolution: Fixed ## Release Firework Juli 8th, 2024 ### New Features **Line Charges Export to M3** • Export line charges to M3 with appropriate costing elements as per your business needs. **PO & Invoice Discrepancy Handling** • Smart handling of discrepancies in quantity, prices, charges, and tax. ### Key Bug Resolutions #### 1. PO Search Functionality • Issue: PO search was not working. • Status: This issue has been identified and will not be addressed in this release. #### 2. PO Matching Connection • Issue: PO matching connection was not removing as expected. • Resolution: Fixed to ensure seamless PO matching operations. #### 3. Exported Document Alerts • Issue: Exported documents had alerts for costing elements even when the system was not set up for it. • Resolution: Corrected to prevent unnecessary alerts, ensuring accurate document exports. #### 4. Advance Shipment EDI View • Issue: Advance shipment EDI view showed IDs in the title. • Resolution: Titles now display correctly, improving data readability. #### 5. Calculation Errors in Split by Total Issue • Issue: Calculation errors occurred when lines were split further. • Resolution: Fixed to ensure accurate calculations in all scenarios. #### 6. PO Screen Table Display • Issue: No table was showing on the PO screen. • Resolution: Display issue resolved to ensure tables appear correctly. #### 7. Auto Export on Order Confirmation • Issue: Auto export was not working. • Resolution: Functionality restored to ensure automatic exports operate smoothly. #### 8. Mismatch Issue on PO • Issue: Mismatch issue on PO showed despite everything being identical on the Delivery Note. • Resolution: Resolved to ensure accurate mismatch detection. #### 9. Report Download Issues • Issue: Reports were not downloading. • Resolution: Fixed to enable seamless report downloads. #### 10. Incorrect Total and Net Amounts • Issue: Total and Net amounts were showing incorrect values. • Resolution: Values corrected to ensure financial accuracy. #### 11. Invoice Date Format on Dashboard • Issue: Invoice Date column had wrong format values. • Resolution: Dates now display in the correct format, enhancing usability. #### 12. Workflow Delays at “Ready for Validation” • Issue: Workflow delays occurred at “Ready for Validation” until feedback from Doc2flow. • Resolution: Workflow timing improved for faster validation processes. ## Next Release Firework Juli 8th, 2024 ### Problem: The existing system lacks automated rules for accurately matching and processing invoice charges against purchase orders (POs). This manual process can lead to discrepancies, as illustrated in the screenshots, where invoice charges and POs need reconciliation for correct invoicing.

Rule Manager DocBits

### Solution: With the new Rule Manager in DocBits, launching in July, you can automate this process: #### 1. Create Rules: Define criteria (e.g., Quantity > PO Quantity) for invoice line items. #### 2. Set Actions: Map fields and actions to export data seamlessly to Infor. #### 3. Test Rules: Validate rules with sample data to ensure accuracy. ## Junebug Release Notes - June 10th, 2024 This update brings exciting new features and bug fixes to Junebug: **New Features:** * **Automated Charge Extraction:** Junebug now automatically extracts and maps charges within your Docbit documents. This eliminates manual data entry and streamlines your workflow. * **Portal Export to Infor IDM:** The new Portal allows you to effortlessly export supplier documents directly to Infor IDM. This simplifies shipment processing and reduces manual intervention. * **Origin Identification (AI):** Junebug introduces a powerful AI feature that automatically learns the origin of documents. This saves you time and effort in document classification. * ```
``` **Bug Fixes:** * **QR Code Fix:** An issue that previously caused problems with QR code processing has been resolved. * **Non-EDI Document Handling:** Junebug now handles non-EDI documents more effectively.
Hotfix - 5 Juni [**Priority System**](/end-user-and-partner-section/end-user-section/our-document-priority-system) ## Next Release - Junebug Release 10th June 2024 Sandbox Freeze - 3th June 2024
In the upcoming release, a significant enhancement to the classification and extraction capabilities will be introduced, specifically aimed at table lines within documents. This new feature allows users to define whether a line in a table represents a charge. This functionality is particularly useful in detailed financial documents, such as invoices, where distinguishing between different types of transactions—such as charges, taxes, or fees—is crucial for accurate processing and record-keeping. **Key Points for Release Notes:** * **Enhanced Table Line Classification**: Users can now specify if a particular line in a document table is a charge, improving the accuracy and granularity of data extraction. ## Maypole Release 5.55.8.10 - ( 17th May ) ### Release Notes - Web App #### New Features: ▪ Workflow Card Translation: Enhancements in the workflow, including card translation for better localization support. ▪ Email Import Logging: Added detailed logging for email imports to enhance troubleshooting and monitoring. ▪ Broken Fuzzy Screen Fix: Resolved an issue with broken fuzzy screen display across various interfaces. ▪ Accounting Updates: Enhanced the accounting process by removing outdated accounting methods and integrating charges more efficiently. #### Improvements: ▪ Ruiz Workflow Enhancements: Fixed bugs related to workflow navigation, particularly involving hidden steps. ▪ User Interface Adjustments: Improved user interface elements such as cash discount terms under payment terms for better clarity and user experience. ▪ Performance Enhancements: Various backend improvements to enhance system performance and stability. #### Bug Fixes: ▪ Approval Stamp Issue: Fixed critical issues surrounding the approval stamp process to ensure compliance and correct functionality. ▪ Key Addition: Added necessary keys back to the system to ensure data integrity and system functionality. ▪ Master Data Field Adjustment: Addressed an issue in the master data field to align with user requirements. #### Technical: ▪ Version Updates: Routine updates to various system components to align with current standards and technologies. ▪ Merge Activities: Numerous merges to integrate features, fixes, and enhancements from multiple development branches into the main branch. ### What's New - API ▪ Cache Management Enhancements: Updated the get\_receive\_delivery\_cache to improve performance and reliability. ▪ New Features for Sales Orders: Introduced a preview feature for sales orders, enhancing the visualization and management of order data. ▪ Document Handling Improvements: Added automated test jobs for demotesting and sandbox environments to ensure robustness. ▪ Enhanced Cache Functionality: Added field\_id to further enhance the caching mechanisms. #### Fixes and Improvements ▪ Office Email Import Adjustments: Made necessary adjustments to the Office Email Import feature to enhance functionality. ▪ Development Enhancements: Multiple merges from dev to main branches ensuring synchronization and stability across environments. #### Miscellaneous ▪ Configuration Updates: Various updates to the configuration files improving the system setup and parameters. ### Release Notes - Workflow #### Enhancements: ▪ Implemented a new workflow test that can now be enabled during import, allowing for more flexible testing scenarios. ▪ Enhanced the logging functionality for action cards, making debugging and monitoring more efficient. ▪ Improved compatibility for field comparison cards with date and enum types, ensuring smoother comparisons and validations. ▪ Updated the tax card and modified the return processes for action cards to streamline operations. #### Fixes: ▪ Addressed issues with the document status updates, ensuring they are accurately reflected in the system. ▪ Fixed the calculation for the comparison card involving unit price and quantity to correctly handle discrepancies. ▪ Resolved multiple minor bugs and made stability improvements. #### Operational Changes: ▪ Merged multiple development stages into the sandbox and stage branches, reflecting a significant integration of new features and fixes. # Testing Availability on Sandbox Stay updated with the latest features, fixes, and configurations available for testing in the **Sandbox environment**. This dedicated environment allows for validation and function checks *** ## **Upcoming Updates for Testing**
Feature/UpdateDescriptionAvailable for Testing CustomerInternal Testing
LN Customers & M3Create Tax Amount per Table Line12/13/202412/10/2024
Supplier InvoiceSequential Workflows12/2/202411/29/2024
OrganisationShowing All Sub Organisations for Unified View12/2/202412/2/2024
Supplier Invoice - ImportSFTP/FTP Read Files as Archived12/2/202412/2/2024
Supplier Invoice ReportPower BI (ClickHouse Data for Reporting)2024-11-2812/1/2024
*** ## **How to Test on Sandbox** 1. **Access the Sandbox**: * Use your existing credentials to log into the Sandbox environment. * Ensure that you are using the correct URL for the Sandbox. 2. **Testing Guidelines**: * Follow the steps provided for each feature or fix. * Report any issues, unexpected behaviors, or feedback via [support.fellowpro.com](https://support.fellowpro.com) 3. **Test Logs**: * Monitor system logs for relevant test results or errors. * Document your testing process and results for review. *** ## **Feedback and Support** If you encounter any issues or have suggestions during testing, please contact the support team or use the feedback form provided within the Sandbox environment. * **Support Contact**: *** **Note**: This page will be updated regularly to reflect the latest information about testing availability and upcoming updates in the Sandbox environment. # Hotfixes 21–25 June 2026 *What this prod upgrade delivered, in plain language. Each service shows the version now live on production. Services not listed had no customer-facing changes in this window.* *** ## Highlights * **Smarter dashboard search.** Search documents reliably by amounts and numbers — find invoices above a value, or search by **requisition number** — with amount ranges that compare real numbers, not text. Invoice sub-types are searchable by their translated names. * **Reliable e-mail notifications.** Status-change alerts now go out for every status (no more silently dropped e-mails), and inbound-import receipts and failure notices are now properly DocBits-branded with per-recipient controls. * **Smoother sign-in across regions (EU/US).** Region switching is now a small banner instead of a full-screen interruption, single sign-on lands in the correct region, and staying signed in across multiple browser tabs is more reliable. * **Permissions fixes.** Users get the access their group grants them — opening, editing, approving and restarting documents now work correctly even when groups and permissions are configured in less common ways. * **Steadier document processing.** Documents that previously got stuck after upload are automatically picked up again, and a burst from one customer no longer slows down others. *** ## Web App — live: `10.32.4` * **Quick search jump (Cmd/Ctrl + K)** straight to the **E-Invoice Validation** setting. * **Region & sign-in:** region switch shown as a persistent banner instead of a blocking screen; single sign-on now redirects to the correct region (EU/US); staying logged in across multiple tabs is more reliable. * **Permissions:** fixed cases where users couldn't **approve**, **edit**, **open** or **restart** documents despite having the right group permissions. * **Inbound e-mail settings:** new “Notify sender” and “Reply to sender on receipt” toggles. * **Usability:** the duplicate-document warning now must be dismissed before continuing; the “backend unavailable” banner only appears during real outages; task counters update immediately when tasks are completed; dark-mode fix on the AI table validation screen. * **Performance:** fixed a freeze on the e-document screen during field validation and PO matching. * **Search invoice sub-types by their translated names.** ## API Service — live: `12.41.9` * **Dashboard search overhaul:** requisition number and requisitioner are now searchable; amount and number searches return correct results (true numeric comparison); total net amount and calculated columns display correctly. * **Reliable status-alert e-mails** for any document status, with send failures no longer hidden. * **Permissions:** users without a group can open and approve their own documents; document visibility for group-less users restored. * **Document processing reliability:** documents stuck in “new” are automatically re-queued; fair-share processing so a large burst from one organisation doesn’t starve others; self-healing for rare database sequence issues. * **Scanned PDFs with a broken text layer are routed to OCR** instead of producing unreliable text. * **Extraction & PO accuracy:** supplier name filled from the connected purchase order; duplicate item-number columns removed; better handling of special (non-breaking) spaces. * **Infor ERP / SAP export:** fixed SFTP export authentication. * **E-invoicing:** ZUGFeRD / e-document extraction-path refinements. ## Auth Service — live: `1.66.0` * **Fixed missing organisation assignment** for some users (empty org id). ## Docflow Service — live: `2.3.4` * **Workflow trigger cooldown** is now configurable per environment. ## Email Service — live: `1.35.9` * **Branded e-mails:** inbound-import receipts and failure notices now use the real DocBits logo and colours. * **Per-organisation controls:** confirmation e-mail on receipt, “notify sender” on failure, and reply-to-sender options. * **More reliable inbound import:** import results are recorded correctly, partial failures are reported as failures (not silent successes), and problem characters in e-mail bodies no longer break import. * **EU/US routing:** per-organisation routing to the correct regional API. ## Fulltext Service — live: `1.34.5` * **Search by amounts and numbers** now works reliably, including thousands separators and amount ranges (the engine behind the dashboard search overhaul). * **Steadier search infrastructure:** orphaned background queues are cleaned up so they no longer tie up shared resources. ## PO Match Service — live: `1.54.7` * **More robust purchase-order matching:** text-based packaging/packing-unit codes no longer block a match, and manual line matching handles empty results safely. *** ## No customer-facing changes in this window Stable, no notable product changes between 21–25 June: Auto Accounting (`1.18.5`), Barcode (`1.15.6`), Docnet (`1.54.6`), Extraction (`1.48.6`), FTP (`1.30.0`), OCR (`1.6.8`), Operator (`1.39.5`). # Hotfixes 26–30 June 2026 *What this prod upgrade delivered, in plain language. Each service shows the version now live on production. Services not listed had no customer-facing changes in this window.* *** ## Highlights * **One connection for AI assistants (**[**DocBits MCP**](https://docs.docbits.com/advanced-functions-and-tools/docbits-mcp)**).** A single, unified gateway now serves all DocBits tools — including DocFlow — through the main API, so AI assistants (Claude, Gemini CLI, Codex) connect through one reliable endpoint instead of several. * **Smarter multilingual dashboard search.** Search connectors (**AND / OR**) now appear in your language with colour highlighting, invoice sub-types offer a value dropdown, and search-syntax messages are localised — with smoother keyboard handling throughout. * **Smoother approvals & permissions.** Approval is no longer triggered when the packaging unit from an order confirmation is empty, normal users can approve costing elements again after the access-control migration, and document-level permissions apply correctly even when a table column already exists. * **The app updates itself.** When a new version ships, DocBits now refreshes automatically instead of interrupting you with a "Refresh Now" popup. * **More robust purchase-order matching.** Column value transforms, crash guards for lines missing a price or quantity, and automatic retry on dropped database connections make matching steadier. * **Fewer errors across the board.** Many rare server errors on dashboards, supplier invoices, PO records and OCR jobs were tracked down and fixed. *** ## Web App — live: `10.34.4` * **Dashboard quick search:** localised **AND / OR** connectors (de/fr) with colour syntax highlighting; invoice sub-type value dropdown; localised search-syntax error messages; smoother keyboard experience; the "full-text required" warning now renders inline so the layout no longer jumps. * **Approvals & permissions:** fixed approval wrongly triggered when the packaging unit from an order confirmation is empty; normal users can approve costing elements again after the access-control migration; document-level permissions now apply when a table column already exists. * **Auto-update:** the app refreshes automatically on a new version instead of showing a "Refresh Now" popup; removed the old version-info dialog. * **Inbound e-mail settings:** new failure-notification recipients toggle and field; the import log now shows outbound activity and the failure reason; the inbound address copies reliably. * **Document split:** the Document Split screen now scrolls. * **Dark mode:** fixes for table extraction, the task counter, and closed-document markers on the dashboard. * **Usability & stability:** dashboard export UI fixes; sticky table headers no longer bleed through dialogs; the DocNet dashboard no longer crashes on a failed stats request; field scripts no longer revert emptied fields back to their old values; PO settings checkboxes and layout fixes; classify-list display fixes. * **Suppliers:** supplier organisations can now register via magic link. ## API Service — live: `12.46.8` * **DocBits MCP gateway:** a unified gateway now proxies DocFlow tools through the main API, so AI assistants reach every DocBits tool through one endpoint; the MCP endpoint is served without a redirect that could break connections. * **Accounting:** cost-center validation added for the accounting ID. * **OCR routing:** documents are sent for a full re-OCR when supplier e-text is turned off, so text stays reliable. * **Infor ERP / SAP:** additional charges route correctly when the ERP already holds the charge at a zero amount. * **Reliability (fewer server errors):** hardened dashboard, supplier-invoice, PO-record and task-manager queries so they no longer return rare 500 errors; more resilient organisation-cache synchronisation and stored-file cleanup. * **Cleaner dashboard filters:** removed the redundant invoice-number filter field; corrected PO-matched quantity. * **Developer API docs:** the Swagger UI now offers a spec dropdown (OpenAPI 3.0 plus the Infor Swagger 2.0 view) with DocBits branding. ## Auth Service — live: `1.68.0` * **Faster sign-out / token revocation:** bulk token revoke no longer runs for minutes and drops the connection. * **Fixed set-password e-mails** so they render correctly. * **Suppliers:** supplier organisations can register with a magic link. * **Sign-in stability:** a member is no longer locked out on a transient organisation-lookup miss, and an invalid organisation id now returns a clean message instead of an error. ## Docflow Service — live: `2.4.1` * **Reliable AI gateway:** fixed hangs and timeouts on the DocFlow MCP endpoint (handshake, client disconnects, duplicate responses) — the DocFlow side of the unified DocBits MCP gateway. ## OCR Service — live: `1.7.1` * **Steadier OCR processing:** background reply queues expire automatically and transient connection failures are retried, so fewer OCR jobs get stuck. ## PO Match Service — live: `1.55.7` * **Value transforms** are now applied on item-id, unit-code and static-value columns during rule matching. * **Crash guards:** a line missing a price or quantity, an unusual weighted-key combination, or an impossible division no longer crash matching. * **Reliability:** database writes retry automatically on dropped or SSL-closed connections. * **Infor ERP / SAP:** additional charges route correctly when the ERP holds the charge at a zero amount. ## Fulltext Service — live: `1.35.6` * **Faster re-indexing:** all synchronisation phases now fan out so autoscaling kicks in, fixing slow serial re-indexing and a stuck 0% progress widget. * **Steadier statistics:** cross-region document-stats requests are bounded so they no longer time out. *** ## No customer-facing changes in this window Stable, no notable product changes between 26–30 June: Auto Accounting (`1.18.6`), Barcode (`1.15.6`), Docnet (`1.54.6`), Email (`1.36.4`), Extraction (`1.48.7`), FTP (`1.30.1`), Operator (`1.39.5`). Auto Accounting and FTP received internal maintenance only. # Hotfixes 30 June – 3 July 2026 *What this prod upgrade delivered, in plain language. Each service shows the version now live on production. Services not listed had no customer-facing changes in this window.* *** ## Highlights * **AI chat on Activity Logs.** A new AI chat panel on the Activity Logs page lets you ask questions about log activity directly, without digging through raw entries. * **Outbound e-mail import tracking.** The Import Log now records outbound mail alongside inbound, with quick-filter chips for Errors / Inbound / Outbound — failing mailboxes are automatically deactivated after repeated failures, admins can be notified by e-mail on import failure, and retries now run up to 15 times over roughly 5 hours before giving up. * **Clearer e-mail import errors.** Login failures now show the real underlying reason, with dedicated messages for an invalid certificate or a wrong Gmail app-password. * **Login loop fixed.** Some users could get stuck in a repeated sign-in loop during token refresh — resolved. * **Steadier document processing.** Fixed a crash during data extraction from unrounded coordinate values, barcode reading now retries recoverable failures instead of giving up silently, and a rare case where a document could be exported twice at the same time is fixed. * **Validation screen improvements.** You can now zoom further into documents, fields no longer get cleared by scripts when their value hasn't actually changed, and the dashboard remembers your page position when you navigate back. *** ## Web App — live: `10.35.7` * **AI chat panel** added to the Activity Logs page (#15512). * **Import Log:** new Errors / Inbound / Outbound quick-filter chips; failure notification recipients toggle and field for inbound e-mail settings. * **Validation screen:** document zoom now goes beyond the previous default size; fields emptied by validation scripts now correctly keep their value when the script returns the same value. * **Dashboard:** page position is kept when navigating back to the table; the column-resize handle no longer spills outside the table header. * **Auto Accounting screen:** fixed a validation error. * **DocBits Tasks:** fixed a permissions issue. * **Watchdog logs:** added a time-range filter and an adjustable rows-per-page selector. * **Fixes:** a chart error ("Element not found") on the Boards page; a broken delete-export link on Activity Logs; layout fixes on the Layout Builder screen; a missing translation on the Activity Logs time-range filter. * **Auto-update:** further hardening of the automatic app-update mechanism (faster boot cleanup, more reliable version detection, cache purge before a recovery reload). ## API Service — live: `12.48.1` * **Faster document-script loading:** validation scripts are now cached server-side (6-hour cache) instead of being fetched every time. * **More accurate amount confidence:** confidence scoring now accounts for documents that use different decimal-separator conventions. * **Reliability:** document validation always runs the single active script version, and which version ran is now logged; a rare case where a document could be exported twice at the same time is fixed; supplier-specific extraction rules apply correctly again after a forced re-OCR. * **E-mail import:** backend support added for outbound-mail logging and failure-notification e-mails (see Email Service, below). ## Auth Service — live: `1.68.5` * **Fixed a login loop** some users could hit while their session token was being refreshed. * **Faster organisation-admin screens:** user and subscription data now loads in bulk instead of one record at a time. * **Fixed a rare database conflict** when linking a user to an organisation. ## Email Service — live: `1.37.4` * **Import Log now tracks outbound mail** as well as inbound, with a filter to show only inbound, outbound, or failed imports. * **Failing mailboxes are now auto-deactivated** after repeated failures, and admins can be notified by e-mail when an import fails; retries now run up to 15 times over roughly 5 hours before giving up. * **Clearer login-failure messages:** shows the real underlying reason, a dedicated message for an invalid certificate, and a specific message for a wrong Gmail app-password. * **Fixed inbound routing** incorrectly rewriting server addresses for EU-region accounts. * More resilient against brief Redis connection drops. ## Extraction Service — live: `1.49.0` * **Fixed a crash during extraction** caused by unrounded coordinate values. * **More accurate amount confidence** for documents with mixed decimal-separator formats; small tax-total rounding differences no longer block a match. ## Docflow Service — live: `2.4.2` * **Reworked authentication for advanced (Celery-based) workflows**, with guards so a failed authentication check can no longer crash a workflow run. * **Clearer response** when a workflow step tries to run against a workflow that no longer exists. ## Barcode Service — live: `1.15.7` * **Barcode reading now automatically retries** recoverable failures instead of silently giving up. ## OCR Service — live: `1.7.3` * **Fixed an OCR failure** caused by a Redis hostname-lookup issue. * Health-check Redis disconnects are no longer logged as errors, cutting down false alerts. ## PO Match Service — live: `1.55.8` * **Fixed notes not appearing** on PO Match records. *** ## No customer-facing changes in this window Stable, no notable product changes between 30 June – 3 July: Auto Accounting (`1.18.7`), Docnet (`1.54.6`), FTP (`1.30.2`), Fulltext (`1.35.7`), Operator (`1.39.5`). Auto Accounting received internal deployment-configuration maintenance only. Ideas Service could not be reached for a version check during this window. # Hotfixes 3–4 July 2026 *A rundown of what changed for you in this DocBits release. Every service below lists the version now running in production, followed by what's new or fixed in plain language — no ticket numbers, no engineering jargon. Services not listed had no customer-facing changes in this window.* *** ## Highlights * **Zero-downtime deploys, fleet-wide.** API, Auto Accounting, Docflow, Extraction, OCR, and PO Match now shut down cleanly when a new release rolls out. Previously, a request that was mid-flight during a deploy could be cut off; now every in-flight request finishes before the old version stops, so releases no longer cause brief blips for users. * **E-invoice export improvements.** Exporting a document to multiple export configurations at once is now more reliable — duplicate-export checks run once per batch instead of per item, and a new export endpoint prevents the export status from flickering when several exports are triggered together. XRechnung/ZUGFeRD documents also get more consistent field mapping. * **Steadier document processing.** Fixed a crash that could take down an entire OCR document when a single page failed, fixed the Purchase-Order delivery sync only ever fetching the first 100 records, and hardened several services against brief database-connection drops. * **E-mail attachments recovered.** Fixed a case where e-mail attachments could arrive corrupted or missing bytes during inbound import. * **Workflow reliability.** Fixed workflows getting stuck due to a lock that didn't clear correctly, and fixed rescheduling logic so skipped workflow steps are handled and logged correctly. * **New: Ideas Service.** A new backend service (Ideas, v0.3.0) has joined the production fleet. *** ## API Service — live: `12.52.4` * **OCR reliability:** a crash on a single page no longer fails the whole document. * **Export:** duplicate-export checks now run once per batch instead of once per item; a new export endpoint prevents the export status from flickering when multiple exports run at the same time; XRechnung/ZUGFeRD documents get more consistent canonical field mapping. * **Purchase Orders:** fixed delivery sync only fetching the first 100 records per order. * **Activity Logs:** fixed the "Next" page button jumping to an unrelated time window. * **Master Data Lookup:** fixed a server error (HTTP 500). * **Search indexing:** added a delivery-proof marker and retry so documents are reliably queued for full-text search. * **Zero-downtime deploys:** in-flight requests now finish before a release restarts the service. * General stability fixes resolving several recurring background errors. ## Auth Service — live: `1.68.7` * Internal reliability and maintenance only in this window. ## Auto Accounting — live: `1.18.8` * **Zero-downtime deploys:** in-flight requests now finish before a release restarts the service. ## Barcode Service — live: `1.15.8` * Internal deployment-configuration fix only in this window. ## Docflow Service — live: `2.5.3` * **New export option** for sending a document to multiple export configurations at once. * **Fixed workflows getting stuck** due to a lock that didn't clear correctly regardless of status. * **Fixed workflow rescheduling** so skipped steps are handled and logged correctly instead of silently dropped. * **Faster startup:** databases are now pre-warmed in the background. * More resilient against brief database-connection drops. * Improved date-field parsing for workflow cards. * **Zero-downtime deploys:** in-flight requests now finish before a release restarts the service. ## Email Service — live: `1.37.9` * **Fixed inbound attachments** that could arrive corrupted or missing bytes. * **Clearer errors** when a mailbox folder can't be fetched, instead of a generic failure. ## Extraction Service — live: `1.49.6` * **Fixed crashes** on documents with an unrecognised document type and on tables with an unusual/malformed shape. * More resilient against brief database-connection drops mid-query. * **Zero-downtime deploys:** in-flight requests now finish before a release restarts the service. ## FTP Service — live: `1.30.3` * Internal framework upgrade only in this window. ## Fulltext Service — live: `1.36.3` * **Search indexing:** a periodic sweep now repairs any documents that failed to reach the search index for any organisation. * **ERP sync:** fixed a stuck lock that could block ERP synchronisation after a failed retry. ## OCR Service — live: `1.7.8` * **Fixed OCR authentication** so organisation API keys work correctly again. * **Zero-downtime deploys:** in-flight requests now finish before a release restarts the service. ## Operator Service — live: `1.39.7` * Internal deployment-reliability fixes only in this window. ## PO Match Service — live: `1.56.0` * **Fixed a crash** when sorting PO Match quantities that included empty values. * **Zero-downtime deploys:** in-flight requests now finish before a release restarts the service. ## Web App — live: `10.36.9` * **Fixed an error** when returning to Field Validation from another screen. * **Fixed the "Scripts" button** routing to a 404 page. * **Activity Logs:** fixed an incorrect "Page 2 of 1" display and fixed the WARN severity filter matching nothing. *** ## No customer-facing changes in this window Auth Service, Barcode Service, FTP Service, Operator Service, and Docnet Service (`1.54.6`, unchanged) received internal or deployment-configuration maintenance only. # Hotfixes 4–14 July 2026 *A rundown of what changed for you in this DocBits release. Every service below lists the version now rolling out, followed by what's new or fixed in plain language — no ticket numbers, no engineering jargon. Services not listed had no customer-facing changes in this window.* *** ## Highlights * **Multi-organisation login.** Users who belong to several organisations now get a proper organisation picker at login, an organisation switcher in the header, and a default-organisation setting. Sessions are securely bound to one organisation at a time, and the app automatically follows the region of the active organisation. Logging in against the wrong region now retries the correct one automatically instead of failing. * **Release channels (frozen / latest).** Organisations can now be pinned to a stable ("frozen") release while others receive the latest updates — enabling controlled rollouts. The Service Versions dialog shows a new *Release* column, and administrators manage the channel from Company Information. Several services show larger version jumps in this window purely because of the new channel version numbering — those jumps carry no functional change. * **Configurable rules engines.** Three new rule systems arrive in the API (each off by default, enabled per organisation): **validation rules** that check extracted values and flag failures directly on the document, **transformation rules** that clean up or rewrite extracted field and table values automatically, and **rule-based layout selection** that picks the right document layout by rules instead of by where the document came from. * **E-mail import transparency.** The e-mail import log now shows one expandable row per attachment, tells you which documents were created (with buttons that jump straight to them on the dashboard), flags skipped and split items, and lets you download the original e-mail as an `.eml` file. * **AI table extraction.** A new structured AI extraction mode for tables, with a "Use AI" checkbox per table and per column in Document Type settings. * **Web App stability.** Fixed an infinite reload loop after an expired session, fixed the broken Layout Builder, and extraction tables now have a draggable height resizer. * **New: Auth Bridge Service.** A new service keeps login data continuously in sync between the EU and US regions, with self-healing and monitoring built in. *** ## API Service — live: `12.57.8` * **Validation rules (new, per organisation):** an administrator-configurable rules engine checks extracted values (totals, required fields, and more) and marks failures directly on the document, including which rule fired. Rules can be tested in a dry run before enabling, can be switched on per document type, and ship with a starter catalogue of default rules (all disabled until you opt in). * **Transformation rules (new, per organisation):** automatically clean up or rewrite extracted field and table values during processing — configurable per document type or for the whole organisation. * **Rule-based layout selection (new):** document layouts can now be chosen by configurable rules instead of being tied to the document's origin. Existing origin-based behaviour is migrated automatically, layout templates can be renamed, and duplicate layout titles are prevented. * **Faster dashboard exports:** exports triggered from the dashboard are now dispatched to a dedicated worker instead of waiting for a polling cycle, so they start promptly. * **Duplicate Detection export block fixed:** the export block for suspected duplicates works again. * **Settings that wouldn't stick:** fixed saved preferences occasionally not persisting when an older deleted copy of the same setting existed. * **Documents with unusual characters:** fixed save errors caused by invisible NUL characters in extracted data. * **Correct "Updated by":** documents uploaded automatically as e-documents no longer show a system user as the last editor — the field stays empty until a person actually edits. * **Scanned PDFs with a good text layer:** a new option lets DocBits trust the text already embedded in a scanned page instead of re-running OCR — faster and often more accurate. * **E-invoices:** more robust detection of embedded XML when the original file needs to be re-checked. * **Tasks:** new organisation toggle that lets non-administrators use the "All" filter in the task list. * **Line-item matching:** fuzzy-matching behaviour is now configurable per line. * **Stability:** WebSocket connections close cleanly on errors instead of raising server exceptions; permission-cache synchronisation verifies and repairs itself; the service version is now visible on the health endpoint. ## Auth Service — live: `1.71.1` * **Multi-organisation login:** login now asks which organisation to enter when a user belongs to several, sessions are bound to that organisation, and new endpoints support selecting, switching, and setting a default organisation. Duplicate or conflicting organisation memberships were cleaned up and are now prevented at the database level, with faster membership lookups. * **Default organisation fixes:** logging in auto-selects your default organisation (not an arbitrary one), and changing the default takes effect immediately instead of showing stale profile data. * **Logout fixed:** resolved a server error (HTTP 500) on logout and restored the token-revocation endpoint. * **Token safety:** token verification and caching now respect the organisation a token was issued for, and token revocation is centralised. * **Release channels:** the organisation's release channel is stored here, manageable by org administrators, and exposed to the app and routing layer. ## Auth Bridge Service — live: `0.2.4.2` *(new service)* * **What it is:** a new service that continuously replicates authentication data between the EU and US regions, so accounts and logins stay consistent across regions. * **Self-healing:** it detects and repairs data drift between regions — including making sure deletions propagate — and recovers automatically from connection loss instead of dropping data. * **Safety and monitoring:** an earlier bidirectional replication loop was stopped and is now actively detected and gated; error tracking and alerting are wired in; and the service reports its version in the Service Versions dialog. ## Docflow Service — live: `2.6.1` * **Workflow cards accept empty values:** checkbox and partner cards no longer fail when a field is legitimately empty; card type checks are stricter and more predictable. * **Workflows re-run on real changes:** the workflow lock again respects the document status from the trigger, and now also tracks the document version — so a document whose data genuinely changed can go through the workflow again even with the same status, while true duplicates stay blocked. * **Bigger advanced workflows:** the limit on workflow nodes was raised and is now configurable per environment. * **Alternate export:** workflow-triggered alternate exports are now labelled as such so downstream systems can distinguish them. * **Resilience:** the service reconnects automatically when a database connection is dropped mid-use, tolerates a slower message broker instead of failing, and failed API requests are now logged with full context and traceable execution IDs. ## Email Service — live: `1.38.4` * **Import log, rebuilt for traceability:** every imported e-mail now records which documents were created from it, with per-attachment detail rows. * **Original e-mail download:** the original message can be downloaded as an `.eml` file straight from the import log. * **Attachment recovery:** the corruption-recovery path now also handles plain-text messages, so more damaged inbound e-mails are recovered instead of skipped. ## Extraction Service — live: `1.51.6` * **Tax/net no longer swapped:** fixed a case on US documents where the tax amount could be assigned as larger than the net amount when several candidate pairs were found. * **Multiple tax rates per supplier:** extraction now handles suppliers whose invoices carry different tax rates on one document. * **AI table extraction (new, opt-in):** structured AI extraction endpoints for tables, activated per organisation via feature flag. * **Faster AI calls:** tuned the AI model configuration used during extraction to avoid unnecessary processing time. * **Crash fix:** resolved an error on documents that produced an empty candidate list during extraction. ## Fulltext Service — live: `1.37.2` * **Search index migrations repaired:** restored migration definitions that had drifted, keeping search index upgrades reliable. * Internal routing work for the new release-channel infrastructure. ## PO Match Service — live: `1.58.2` * **More tolerant matching:** PO matching no longer fails on unusual data — non-text item numbers, missing quantities, and non-text amount values are now handled gracefully instead of erroring. ## Web App — live: `10.41.8` * **Multi-organisation experience:** new organisation picker page at login, a dedicated organisation-switcher icon in the header, default-organisation settings, and the app follows the region of your active organisation. Logging in against the wrong region silently retries the correct region and routes you to the organisation picker when needed. * **No more endless reloads:** fixed an infinite reload loop that could occur when the server rejected a stored session token — the app now forces a real token refresh instead of reloading forever. * **Layout Builder fixed:** the Layout Builder works again, and layout selection is decoupled from the document's origin (matching the new rule-based selection in the API). * **Extraction tables:** line-item tables now have a draggable resize handle so you can give the table more room while validating. * **E-mail import log:** new skipped status and split badges, expandable per-attachment rows, original-e-mail download, and document-ID buttons that jump straight to the dashboard filtered to that document. * **Dashboard search:** the query-value dropdown now shows the localized label for list-of-values fields, and the search help examples were reworked. * **Settings reliability:** user preferences now load reliably when signing in via SSO, and the save confirmation is only shown when the save actually succeeded. * **Tasks:** the "All" filter can be restored for non-administrators via a new organisation toggle. * **Watchdog logs:** no longer capped at 10,000 entries, plus general usability improvements. * **Support tickets:** the support form pre-fills your e-mail address from your profile. * **Document Type settings:** new "Use AI" checkbox on tables and columns to control AI-assisted table extraction. * **Service Versions dialog:** new *Release* column showing each service's channel (frozen/latest), routed so it stays fast for pinned organisations. * **Field Validation:** fixed an error when returning to Field Validation from another screen, and the "Scripts" button no longer routes to a 404 page. *** ## Version renumbering only (no functional changes) **Auto Accounting** (`1.20.1`), **Barcode Service** (`1.17.1`), **OCR Service** (`1.9.1`), **FTP Service** (`1.31.1`), **Operator Service** (`1.40.2`), and **Ideas Service** (`0.3.1`) were re-versioned as part of the new release-channel infrastructure. Their larger-looking version jumps carry no feature or behaviour changes in this window. **Docnet Service** (`1.54.6`) is unchanged since 19 June. # Hotfixes 14–29 July 2026 *What changed in the DocBits production upgrade on 29 July 2026 (the Nova channel update), covering everything since the 14 July release. Each service lists the version now live, then what's new or fixed in plain language. Services not listed had no customer-facing changes.* *** ## Highlights * **Two-factor authentication.** DocBits accounts can now be protected with a second factor: an authenticator app (TOTP), a one-time code by e-mail, or a passkey via Touch ID, Windows Hello, YubiKey and similar. Backup codes cover the case of a lost device, and a trusted device can skip the second factor for a while. Every user can switch it on for themselves; administrators can require it for the whole organisation. See the [Two-Factor Authentication guide](/overview-and-basics/two-factor-authentication). * **Support tickets from the error screen.** When something goes wrong, you can now open a support ticket directly from the error record. The ticket already contains the technical context, so you don't have to describe it. * **Region-correct inbound e-mail.** US organisations get inbound import addresses in their own region, and Microsoft 365 mailboxes on national cloud tenants (GCC, 21Vianet and similar) can now be configured with a Cloud Instance selection. * **Clearer PO matching status.** Invoices whose line-item table couldn't be mapped used to be labelled "purchase order not found", which sent people searching for the wrong problem. They now get their own "table incomplete" status with column-level detail on what didn't map. * **Tax code mapping for e-documents.** A new settings page maps your ERP tax codes for electronic documents, and exports check the mapping up front instead of failing in the ERP. * **Turbo AI tier retired.** The Turbo model has reached end of life. Anyone who had it selected was moved to Fast automatically; no action needed. *** ## Web App — live: `10.46.2` ### Signing in * **Two-factor authentication:** set up an authenticator app, e-mail codes or a passkey under your profile, print backup codes, and mark a device as trusted so it doesn't ask every time. Passkey users can sign in without a password entirely. Organisation admins get an enforcement switch and an adoption overview showing who has enrolled. * **Deleted accounts:** logging in with a deleted account says so instead of failing with a generic error. * **SSO:** fixed an error when signing in while a different region was selected. SSO sessions now expire when the identity provider says they do, not on a fixed local timer. ### Working with documents * **Deleted documents:** opening a document that was deleted in the meantime shows a proper message instead of script errors. * **Field Validation:** the page-number input is wider and jumps to the page on Enter. A field made read-only by a script still shows its field connection. A warning popup that printed raw JavaScript now shows the actual message, and the screen no longer freezes on documents with long e-document line-item tables. * **Table extraction:** deleting a column frees its name for re-use, and deleted headers no longer reappear in the saved table. * **Approvals:** opening a freshly pending document lands on the right approval screen. Users can no longer approve a Sales Tax step their group has no permission for, and the approval history shows all entries again. The history also names the person who actually approved, including approvals an admin made on behalf of the assignee. * **Suppliers:** the Accounting page no longer shows a false "Supplier is missing" warning, and deleting a supplier that only exists from extraction no longer leaves the dialog hanging. * **Master data:** tables on the master data page scroll again. * **Tasks and notifications:** deleting a task is no longer admin-only. Whether non-admins may delete their own tasks is now an organisation setting, and users who have a task on a document they can't open get a task-only view instead of an error. ### Dashboard and search * **Export:** exports use the dashboard you have selected, and the app warns you before exporting a dashboard with unsaved changes. * **Search:** Invoice Type is available as a search field with its list of values. When a result set is larger than the window the dashboard can show, the count badge now says so instead of quietly truncating. * **Import log:** split documents can be found via their parent document, and the Failed Filenames column lists only files that actually failed or were skipped. ### Settings and administration * **Support tickets:** create a ticket straight from an error record. Tickets carry the environment and release channel, and the screenshot capture no longer hangs. * **Groups and permissions:** unclassified documents can be granted as a permission like any other document type. * **Workflow Builder:** newly created or renamed cards, e-mail templates and other dropdown items appear immediately, without reloading the page. * **Decision Trees:** document field labels in the designer follow the interface language instead of always showing the English name. * **Document Types:** new Structured Extraction setting in the extraction section. * **E-Doc tax codes:** new settings page to map your ERP tax codes for electronic documents (see Highlights). * **Auto Accounting:** dimensions show reliably instead of intermittently. * **AI model selection:** the retired Turbo tier is gone from the dropdown; existing selections show Fast. * **Service Versions dialog:** now scrollable, includes the Auth Bridge service, and shows the release channel names Vesta and Nova. * **Import page:** no longer crashes for organisations with an empty subscription entry. ### Smaller fixes Empty toast notifications are suppressed, the new/edit idea dialog scrolls, misaligned checkboxes in field settings are aligned again, blocked document deletions explain why, and E-Document settings handle switching from Default to Custom cleanly. ## API Service — live: `12.68.1` * **Two-factor authentication:** all password-based login paths run through the second-factor check, so no integration route bypasses it. * **E-Doc tax codes:** ERP tax-code mapping for electronic documents, with a central check before export so missing codes surface early. * **Access control:** admins can grant non-admin users visibility of unclassified documents. * **Deletion audit trail:** documents record who deleted them and when. * **Personal dashboards:** fixed sharing settings that wouldn't save. * **Dashboard search:** Invoice Type joins the extended search fields, and documents created by a barcode or QR split are found via their parent document. * **Dashboard freshness:** refreshing a table or reprocessing a document clears the dashboard cache, so the list no longer shows the pre-change values. * **Uploads:** repeated uploads of the same file during a network retry no longer create duplicate documents. * **Supplier lookup:** results arrive as soon as the data is ready instead of after a fixed wait. * **Infor export:** unit prices keep four decimal places. M3 exports can include zero-amount line charges, and negative LN cost lines are sent as positive credits. Export also waits for a pending workflow to finish instead of running mid-workflow. * **Approvals:** an approval is only linked to an approval request when the approver is its assignee. Changes a workflow made on its own are attributed to the System user rather than to the last person who touched the document. * **Login stability:** a temporary failure inside token validation no longer logs users out; the app retries instead. Documents get the same treatment and no longer fail outright on a brief auth hiccup. * **Classification:** source rules now match against every document source field, not fixed positions. * **Validation stability:** a field without a name no longer crashes document validation. * **AI models:** the Turbo tier (retired) is remapped to Fast everywhere, including fine-tuned variants, with a guard so a retired model can never run. * **Background jobs:** a wedged scheduler is detected and restarted, so recurring jobs can't silently stop. ## Auth Service — live: `1.75.3` * **Two-factor authentication:** the backend behind the Highlights entry. Authenticator apps, e-mail one-time codes, passkeys and trusted devices, plus backup codes, per-organisation enforcement and passwordless passkey login. Enrolling signs out your other sessions, changing your password revokes trusted devices, and the verify endpoints are rate-limited with lockout and a replay guard against reused codes. * **Login history:** sign-ins via SSO/SAML now appear in the login history, and the last-login timestamp is stamped reliably for every login type. Viewing another user's login history requires the appropriate admin level. * **Legacy accounts:** deleting a legacy user account works again instead of silently doing nothing. * **Bulk user administration:** add existing users to sub-organisations and groups in bulk via CSV, matched by e-mail address. Also fixed a crash on unevenly filled CSV rows and a server error when adding two or more new users at once. * **Member lists:** deleted users no longer appear in sub-organisation member lists. * **Single sign-on:** a series of hardening fixes. Expired tokens now return a clean "expired" response, organisations without a SAML configuration get a proper not-found answer instead of a wrong login flow, logout always completes even when the sign-out request can't be verified, and several crashes around missing identity-provider configuration are gone. The token lifetime the provider returns is passed on to the app. * **Session tokens:** fixed short-lived session tokens being rejected as invalid even though they weren't expired. * **Management tooling:** organisation region is visible in the management API, the system user of an organisation can be reassigned, and plan and usage administration gained dedicated endpoints. These changes affect DocBits staff tooling, not the customer app. ## Email Service — live: `1.40.2` * **Region-correct import:** inbound e-mail domains exist per region, and mails arriving in the wrong region are forwarded to the right one. US organisations no longer depend on the EU inbound path. * **Microsoft 365:** national cloud tenants are configured via a Cloud Instance selection, fixing O365 imports for US customers. An invalid tenant now produces a clear login error instead of a server error, and incomplete tenant credentials fail immediately with a message rather than silently. * **Connection test:** testing an IMAP mailbox that doesn't answer fails with a timeout message after a few seconds instead of running into a gateway timeout. * **Inbox hygiene:** e-mails without attachments are moved out of the inbox instead of piling up. * **No duplicates on retry:** uploads to the document API carry an idempotency key, so a retried delivery can't create the same document twice. * **Source naming:** O365 sources with a folder configured include the account e-mail in their name, so similar sources are distinguishable. The mailbox address is read from the authenticated account rather than a typed-in field. * **Import log housekeeping:** import log entries are kept for 90 days and cleaned up automatically after that. ## PO Match Service — live: `1.59.3` * **"Table incomplete" status:** invoices whose line-item table couldn't be mapped get their own status instead of the misleading "purchase order not found" (see Highlights). The dashboard shows it with the not-matched icon. * **Better error detail:** table-mapping failures name the specific column that didn't map. * **Faster on large invoices:** rules-based matching groups candidates by item number and reads the tolerance settings once per organisation instead of once per line. * **Cleaner API behaviour:** requests for PO rules that don't exist return a proper not-found answer, and corrupt cache entries are dropped instead of causing repeated errors. * **Match on total:** fixed a bug in matching against the purchase-order total. ## Fulltext Service — live: `1.39.1` * **European number formats:** amounts written with a decimal comma (`1.234,56`) are normalised before indexing, so amount searches and filters work regardless of number format. * **Honest result counts:** when a search matches more documents than the dashboard window returns, the response says so instead of presenting a truncated list as complete. * **ERP counts:** fixed a token error that could interrupt the live count stream on the dashboard. * **Indexing resilience:** indexing now rides out temporary database and auth-service hiccups (automatic retry, fallback to the primary database) and discards malformed queue messages instead of retrying them forever. ## OCR Service — live: `1.10.3` * **Stable reading order:** text is read in a deterministic order, so the same document extracts the same way every time. * **Large documents:** the OCR time budget scales with document size, so very large files no longer fail with a timeout. * **Unusual characters:** a sanitizer cleans characters the OCR engine can't represent, fixing failures on documents with exotic symbols. * **Fewer transient failures:** temporary storage connection errors are retried automatically, and a stalled worker is detected by whether it is actually consuming work. ## Extraction Service — live: `1.53.3` * **Zero-tax US invoices:** fixed a case where the correct net/tax pair was dropped when the tax amount is zero. * **Table extraction:** tables stay editable when the configured mapping expects more columns than the document provides, and a crash on unusual row data is fixed. * **Stable reading order:** mirrors the OCR change above, so extraction sees the same token order the OCR produced. * **AI models:** Turbo tier retirement, mirrored from the API Service. ## Docflow Service — live: `2.7.3` * **PO matching in workflows:** missing comparison values are treated as missing data rather than a mismatch. * **Order confirmation cards:** buyer and responsible person are resolved reliably. * **Quote cards:** the log now records when a quoted price exists but falls outside the allowed date range, which used to look like missing data. * **Freight charges:** when neither side has charges, the case is resolved by the operator card instead of stalling. * **Security:** workflow API tokens are validated against the organisation they belong to. * **Faster triggering:** the check for active workflows is cached, and the background workers restart cleanly instead of leaving stalled processes behind. ## Barcode Service — live: `1.18.1` * **Long-running splits:** the connection to the task queue is kept alive during long barcode jobs, so splitting large batches no longer stalls near the end. ## FTP Service — live: `1.31.2` * **Import log housekeeping:** same 90-day retention and cleanup as the Email Service. ## Auth Bridge Service — live: `0.4.1` * **Accurate replication alerts:** the EU/US account replication bridge measures a stall from the last real progress rather than the first error, and counts only genuine replication motion as progress. The nightly false "bridge stalled" alerts are gone. Nothing changes in the app. ## Operator Service — live: `1.42.1` * **Worker stability:** a stalled worker is detected by whether it is consuming work, and idle chatter between workers is switched off. *** ## Unchanged in this release **Auto Accounting** (`1.21.1`) was rebuilt with no customer-facing changes. **Docnet** (`1.55.1`) and **Ideas** (`0.3.1`) carry no changes in this window. # Hotfixes 29 July – 12 August 2026 *What changed in the DocBits production upgrade rolled out on 10–12 August 2026, covering everything since the 29 July release. Each service lists the version that went live, then what's new or fixed in plain language. Services not listed (Auto Accounting `1.21.1`, Ideas `0.3.1`, OCR `1.10.3`, Operator `1.42.1`, PO Match `1.59.3`, FTP `1.32.4`) had no customer-facing changes.* *** ## Highlights * **FacturaE support.** Spanish FacturaE 3.1 e-invoices are classified and extracted out of the box, with full field mappings. In the same wave, ebInterface (Austria) mappings became version-true, Factur-X and ZUGFeRD defaults gained the company name path, and several wrong default mappings for discounts, VAT and unit prices were corrected. * **Dashboard search and sorting repaired.** Sorting no longer depends on which columns happen to be visible, an OR filter combined with a range or equality no longer wipes out the search phrases, supplier names show in quick search again, and ISO-formatted dates are read correctly. * **AI extraction corrects itself.** A provable net/total amount swap made by the AI is undone automatically, AI-scanned fields no longer come back wrong after a document restart, and AI table extraction processes documents in page batches so long tables arrive complete. * **Workflows survive an auth hiccup.** A briefly unreachable auth service is retried instead of failing the run, and a workflow trigger that cannot authenticate reports the error instead of leaving the document stuck. * **Hard-to-read PDFs extract again.** When the standard PDF text decoder cannot read a page (common with Ghostscript-produced files), extraction falls back to a second engine instead of returning nothing. * **MFA works across regions.** Two-factor enrollment data is replicated between the EU and US regions, so a second factor set up in one region is honoured in the other. *** ## Web App — `10.49.4` ### Signing in and accounts * Logging out in one browser tab logs the other tabs out too, without the error toasts that used to appear when tabs disagreed about the session. * Changing your own password in the profile goes through the dedicated self-service endpoint, so it works without admin permissions. * Passkey sign-in from the non-home region shows translated error messages, and its submit button is visible. ### Validation screen * The "Extracted table" tab no longer spins forever when an AI table already exists. * Documents whose barcode data is missing no longer break the barcode assignment view. * M3 multi-tax lines offer the tax code as a dropdown fed from the list of values instead of a free-text field. * Opening large supplier invoices is noticeably faster. ### Tasks * Kanban columns page as you scroll, so boards with many tasks load quickly. * The open-task counter in the sidebar counts tasks in your sub-organisation context, not the context of whichever document happens to be open. ### Workflow Builder * The workflow list keeps your search, sort order, page and page size when you open a workflow and come back, including via the breadcrumb, and the page opens on the List tab by default. ### Settings and administration * The Master Data page no longer comes up blank because of a sorting race, and sorting by badges doesn't crash the page anymore. * A subscription in "cancelling" state can be resumed. * The XSLT detail page reports load errors instead of showing nothing, and the e-mail notification settings use the full page width with a working logs pane. * The organisation picker for multi-org users has correct row layout, sizing and theme colors, scrolls properly, and offers a filter for accounts with many organisations. * Analytics: a failed metrics request shows an error state instead of rendering zeros, and the usage widgets report honestly when no measurement data is available. * Obsolete cache options were removed from the cache management page, and the Users and Groups pages lost their nested double scrollbars. * "Use Default Template" in the layout manager no longer crashes or sits dead; it also stops claiming that no default layout exists. * Selection rules keep their text-match, presence and regex operators when a rule is reopened. * Document Types support per-type transformation rules, and the rule list UI gained a fix-value action. * Purchase order status badges map correctly for ERP-cased status values. * DocNet (AI Workforce) screens including the Agent Wizard are translated, and the new/edit idea dialog scrolls horizontally. * Supplier portal quotes: managed units of measure show in the line-item table, approval styling applies to contract quotes only, and the comparison line no longer appears when both values are identical. * The error page's JSON fallback is readable in dark mode, and reports use a proper "last 7 days" label instead of a stray "7". ## API Service — `12.74.0` ### Dashboard and search * Sorting works regardless of which columns are visible, and a keyword the search delegates to full-text no longer leaves a broken SQL fragment behind. * Supplier names appear in quick search again for organisations without full-text indexing. * ISO-formatted dates (2026-08-12) are no longer misread by the day-first date normaliser. * Dashboard exports route bare text values such as invoice numbers to the right column. ### E-invoices * FacturaE 3.1 (Spain): classification rule and complete field mappings. * XRechnung classification rules are anchored to their syntax family, so a UBL document is no longer matched by CII rules and vice versa. * The accepted version "3.0" covers its whole patch family (3.0.1, 3.0.2). * CII invoices take the supplier's legal name, using the trading name only as fallback. * ebInterface (Austria) mappings are version-true, with a corrected catch-all and rebuilt fixtures. * Factur-X and ZUGFeRD defaults gained the company name extraction path, and default header transforms for tax rate, invoice type and tier-3 fields were fixed, along with family-wide discount, VAT and unit-price semantics. * Source tax category codes are no longer mapped blindly onto your ERP codes. * Documents that mention both "invoice" and "credit note" prefer the credit note classification. ### Documents and extraction * When the standard PDF decoder cannot read a page's embedded text, extraction falls back to a second engine, so affected PDFs extract instead of coming back empty. * The barcode master switch is now `BARCODE_EXTRACTION`; the old QR-code setting keeps working as an alias. * A memory leak in the background scheduler was plugged; it slowly degraded processing over days of uptime. * Suppliers imported without a country stay blank instead of defaulting to Germany. ### Export and master data * Save Rules reports failure when it writes nothing, instead of claiming success. * Zero-amount lines are no longer dropped from auto-accounting exports, and a filter that matched every bucket was fixed. * M3 exports support additional-info post-hooks. * One failing dataset probe no longer blanks the whole Master Data screen. * PO caches are invalidated when the ERP updates a purchase order's status, so the dashboard stops showing the stale state. ### Administration * Each preference shows which user last changed it. * Extraction rules can be deleted by supplier and cloned via new endpoints. * Status-alert e-mail recipients are compared NULL-safely, fixing a crash in notification delivery. ## Auth Service — `1.75.9` * An organisation API key used against an unrelated organisation is rejected. * Creating an organisation returned an error while actually saving the row; it responds correctly now. * Signing in with a passkey when none is enrolled returns its own error code, so the login screen can say what's wrong. ## Auth Bridge Service — `0.4.2` * Two-factor enrollment tables are replicated between the EU and US regions, and rows are identified by their real primary key. ## Docflow Service — `2.8.7` * A workflow trigger that cannot authenticate reports the failure instead of leaving the document stuck, and a briefly unreachable auth service is retried rather than treated as a bad token. * Quote comparison cards: item numbers are compared only for lines the item price matrix describes, lines without a unit of measure or without a price are skipped instead of failing the comparison. * The contracted-price comparison card gained an any/all operator option, and card caches are invalidated correctly after migrations and code updates. * Dropped SSL connections are treated as transient and retried instead of failing the run. ## Docnet Service — `1.56.4` * Health and version endpoints no longer block on live checks, which used to make the Service Versions dialog hang. ## Email Service — `1.40.6` * When an inbound e-mail is skipped, the reason is shown in the import event row instead of being silent. * Attached `.eml` container files are no longer imported as documents. * A failed Microsoft Office sign-in produces a readable error message, and a transport error from the AI service counts as "unclear" rather than a rejection. ## Extraction Service — `1.53.8` * A provable net/total amount swap made by the AI is undone after field extraction, and guard failures are logged instead of passing silently. * AI-scanned fields no longer come back wrong after a document restart. * AI table extraction batches by pages and accumulates all batches, so long tables arrive complete. * Documents mentioning both "invoice" and "credit note" prefer the credit note classification. * Repeated header/footer cleaning is cached, which speeds up extraction on multi-page documents. ## Fulltext Service — `1.41.7` * An OR filter combined with a range or equality condition no longer erases the search phrases. * Sorting uses the correct index paths and surfaces the real reason when the search backend rejects a query; a sort regression that broke raw-query search entirely was fixed the same week it appeared. * Document lookups work on older text-mapped indices. * The token cache is scoped to the token and organisation pair, so switching organisations cannot serve results under the previous context. # Hotfixes 12–25 August 2026 *What changes in the DocBits production upgrade on 25 August 2026, covering everything since the 12 August release. Each service lists the version being deployed, then what's new or fixed in plain language. Services not listed had no customer-facing changes.* *** ## Highlights * **Stricter organisation isolation.** A security sweep closed several places where data from one organisation could be read or written from another: document scripts, sub-organisation user lists, group memberships and the processing token a document carries through the pipeline are now all checked against the caller's organisation. Approvals also enforce four-eyes properly: the second approver must be a different person than the first. * **Documents stop getting stuck.** Four separate causes of documents hanging forever were fixed: exports that stayed in "Exporting" after being denied, restarts that froze when a processing step crashed, barcode splits that never reported back, and the accounting screen hanging on "Preparing…". In each case the document now either finishes or shows a real error you can act on. * **Credit notes are recognised as credit notes.** XRechnung 3.0, 3.0.1 and 3.0.2 credit notes in CII syntax, pure CII credit notes and ZUGFeRD 2.4 / Factur-X 1.08 documents are all classified correctly now, with the total read from the right field. Scanned documents that mention both "invoice" and "credit note" are resolved by which keyword sits closer to the document type, and amounts turn positive again when you reclassify a credit note back to an invoice. * **PO matching does arithmetic you can trust.** Tolerances are compared as exact decimals instead of floating-point values, are based on the purchase order value, and invoices that reference several purchase orders are matched against all of them. Columns you never mapped no longer distort the line amount check, and when required columns are missing, the error names them. * **Workflow runs keep their work.** A workflow that writes a field value now writes it onto the document in a way a later export can't silently revert. Retried triggers no longer discard what the run already did, and two triggers hitting the same document queue up instead of stealing each other's lock. * **Password-reset e-mails send again.** They were silently never leaving the server. The reset form also shows real feedback after you submit, and the response no longer reveals whether an account exists. *** ## Web App — `10.55.0` ### Signing in and accounts * Password reset works end to end again: the mail arrives, the form confirms the submission, and the answer is the same whether or not the address has an account. * If your organisation requires two-factor enrollment, the login screen now says so instead of failing without a message. * Administrators can no longer switch on organisation-wide MFA enforcement before login enrollment is available, which previously could lock people out. ### Validation screen * The zoom slider now goes up to 150% (it used to stop at 80%), and zooming into a table works past the container width instead of doing nothing. * Empty amount fields count as 0 instead of firing an error toast, and a double click on the document image is ignored when no field is selected. * The banner shown when another session holds the document lock had no text; it explains itself now. Tagging a table no longer triggers a false "document was modified externally" warning about your own change. * In the AI table, a column remap that would unmap another column asks for confirmation first, and values that aren't numbers are flagged in AMOUNT and NUMBER columns. * The "Extracted table" tab links to manual table training again when it is empty. * Item numbers in the Compare line-item table are shown as identifiers, not rounded like amounts. * Approver fields resolve user and group ids to names, so they never show a raw id or sit empty. Task deadlines are converted through one UTC-aware path, so every viewer sees the same date. * Documents sent back to validation show a loading spinner instead of a dead screen while they are prepared. ### Accounting * Splitted line items keep their % sign after pressing Enter, and 0 % is accepted as a value. * In the account filter, Enter commits the first matching account instead of doing nothing. * Flexdimension characters are mapped by dimension id, so dimensions land in the right column even when the order differs. * A failed accounting preparation recovers with an error message instead of hanging on "Preparing…" forever, and reopening a document no longer serves stale data from the previous one. ### PO matching * Opening PO Matching without every mandatory column mapped is possible again; when something needed is missing, the message names the exact columns. * Columns that aren't mapped to anything are hidden when the screen opens, after asking you once, and they no longer flow into the line amount calculation. * The matched quantity refreshes after saving, and the missing-column popup routes you to Field Validation where you can fix it. ### Dashboard and search * Dropdown-based columns (invoice type, status and similar) show their label in your interface language instead of the raw stored value. * Free-text search accepts parentheses as plain text; it used to reject the query. The "not equal" filter operator stays selected, and editing a filter by hand no longer corrupts the field name. * Selecting a sub-organisation in quick search inserts its name, not its uuid, and the sub-org autocomplete no longer lists duplicates. * The dashboard can now fetch up to 10,000 documents per search window, so large result sets page correctly. * The duplicate-document panel shows the same resolved columns as the main list, and multi-word supplier filter values survive pressing Enter. ### Tasks * The assignment e-mail goes out when a task is assigned, once. Editing a task or marking it done no longer re-sends it, and the "assigned on" date stays the date of assignment. Task e-mails also render properly in Outlook. ### Workflow Builder * Search, sort order and pagination in the workflow list stay consistent while you filter. * The "run workflow on change" toggle in the layout builder now gates the run, and enabling it requires picking a workflow. ### Settings and administration * The WatchDog download link and setup command point to the environment you are in, not always production. * Decision Trees: the selected document field stays highlighted when the picker reopens, truncated labels get a tooltip, and user names (not raw ids) are shown when adding a line. * The System Admin checkbox is editable when editing a user. * Analytics: Core Web Vitals render from the real measurement data, and the logs service view works. * "Use Default Template" in the layout manager copies the default layout as intended. * Custom field labels no longer override the bundled translations of standard fields. * Supplier portal quotes: submitting a quote with a REF1 value outside the allowed list is blocked. * MediOrder gets duplicate document detection on its validation screen. ## API Service — `12.82.3` ### Security and organisation isolation * Switching the acting organisation is validated against your actual membership and fails closed, and an internal test endpoint that could be abused to cross organisations was shut. * Document scripts can no longer be read or overwritten across organisations, neither via the apply-to-document call nor via a foreign version id on save. * Sub-organisation user lists and group member lists only return people from the caller's organisation, and adding several users to a group at once no longer drops all but the first. * A credential from the wrong organisation is refused before it can become a document's processing token, and full-text search queries run as the calling user rather than a service identity. * Four-eyes approval is enforced: the second approver must differ from the person who approved first. * The live PO Dashboard list is scoped to the user's sub-organisations. ### Document pipeline * Documents denied for export no longer sit in "Exporting" forever, and export errors always carry a message instead of an empty one. * When a processing step crashes, the document goes to an error state instead of being stuck in "restart in progress" with no way out. * A barcode split that fails or times out marks the document as Error instead of silently showing "Running", and a split that produces no children keeps the parent and flags it instead of deleting everything. * A failed retry can no longer overwrite a document that meanwhile finished processing. * Documents restarted without user interaction and split children now run under a durable organisation token, so long-running processing doesn't die with an expired session. * An empty layout-template response is no longer cached for six hours, which used to make layouts vanish until the cache expired. ### Extraction and e-documents * Amounts written with a trailing minus ("100,00-") are parsed as negative instead of being dropped. * Swiss documents are detected as Swiss (CHF, CHE VAT numbers, CH IBANs) instead of defaulting to German conventions, and dates written with typographic dashes parse correctly. * XRechnung 3.0, 3.0.1 and 3.0.2 credit notes in CII syntax are classified as credit notes with the total read from the grand total field; the same goes for pure CII credit notes. A declared ZUGFeRD 2.4 / Factur-X 1.08 version wins over the generic profile identifier, and bare XRechnung types resolve to their UBL or CII twin instead of failing. * Dropdown (list-of-values) fields such as Tax Country and Tax Code keep their value through field transformation; they were being emptied. * Table extraction: a failure in a numbers-only column stays in that column instead of killing the whole table, AI table extraction gets a timeout that survives multi-batch runs, and two crashes on unusual table shapes (rows without page positions, ragged column counts) are fixed. * Source rule patterns match case-insensitively. ### Export * A tax check that fails during export preview returns a readable error instead of a server error, on both preview endpoints. * SFTP export can send the original document alongside the converted one. * When export configurations exist on several levels, the most specific one wins consistently. * BOD exports can carry column type attributes via mapping. ### Import and master data * The e-mail Import Log is complete: rejected and failed inbound e-mails always get a log row with an accurate reason. No more silent drops. * Purchase order BOD imports keep sub-lines attached to the right line; a carried-over flag used to attach them to the wrong one. * Importing a CSV with several new suppliers works (their generated ids no longer collide), cash discount term aliases import and honour the "on conflict" setting, and the on-conflict IGNORE choice applies beyond suppliers. * The supplier suggestion (TF-IDF) keeps its supplier id when a preference is updated, so suggestions stop pointing at nothing. ### Other fixes * Dashboard rows resolve dropdown labels in the user's language, without blocking the request. * After editing fields, the PO match status updates instead of showing the pre-edit state. * Purchase Order Change documents get five Purchase-Order-parity fields and a default field validation layout. * Error responses across 152 endpoints return readable messages instead of raw exception objects, and the logs analytics page no longer answers with 502 for organisations without a log index. ## Auth Service — `1.77.9` * Password-reset e-mails were silently never sending; fixed, together with the thread-safety issue underneath it. * A replayed refresh token is rejected: the authoritative database check runs every time now instead of being skipped on a cache hit. * Two-factor authentication: an authenticator app can be enrolled alongside e-mail codes, and removing the last passkey or regenerating backup codes requires a fresh second factor first. * A valid sub-organisation id is no longer rejected with "Organization not found", and an API key created in a sub-organisation resolves its technical user from that sub-organisation. * Editing an organisation validates the partner id and no longer resets the organisation type as a side effect. * "Remaining tokens" in the subscription view is anchored to the contract year, not the calendar year. ## Auth Bridge Service — `0.5.7` * Account replication between the EU and US regions recovers on its own. A dropped replication stream reattaches in place, replication keeps flowing while a reconciliation runs, and reconciliation memory is bounded so the service stops crash-looping on large tables. ## Barcode Service — `1.18.7` * Barcode reading runs under a time limit and reports a timeout instead of hanging, which used to leave the document stuck in processing. ## Docflow Service — `2.9.8` * Field values written by a workflow card land on the document in both stored representations, so a later export no longer reverts them. * A retried trigger keeps the work the run already did, contended triggers on the same document queue up instead of stealing the lock, and an escalated retry is ranked first in the queue. * Purchase order comparison cards: tolerances compare as exact decimals and are based on the purchase order value, reversed comparison directions are available as options, a group assignee is reported as a group instead of failing a user-id comparison, assignment ids compare correctly as UUIDs, lines with empty numeric values are skipped, and a "received" comparison without any received data reports missing data instead of pretending to match. * The Apply Decision Table card has been retired. ## Email Service — `1.41.0` * Gmail imports pick up each attachment exactly once; duplicates from overlapping fetches are gone. * The import read-cursor only advances after an import is confirmed, so a crash mid-import can no longer skip e-mails. * When an import configuration is deactivated because a similar one exists, that deactivation is visible and notified instead of silent. ## Extraction Service — `1.54.5` * Whether a document is a credit note or an invoice is resolved by which keyword sits closer to the document type mention, instead of first match wins. * When several tax interpretations are within tolerance, the exact reconciliation is preferred over a near miss. * After a forced re-OCR the document type and locale are restored, so table extraction and training work on re-OCR'd documents again. * Documents without a document type no longer crash table rule lookup. ## FTP Service — `1.32.8` * Folder scanning does one listing round trip per folder with a bounded depth, so imports from large FTP directories are much faster and stop timing out. ## Fulltext Service — `1.42.3` * Documents whose stored search payload had no extracted fields are re-indexed from the database, so they show up in dashboard search again. * The dashboard search window supports up to 10,000 documents. * Facet searches no longer fail when semantic search is active. ## OCR Service — `1.10.7` * The OCR time budget is sized by real per-page cost, so long documents finish instead of hitting the pipeline limit. ## PO Match Service — `1.59.8` * Table lines with zero quantity are skipped in mismatch checks instead of producing false mismatches. * When required PO-match columns are missing, the result names them. # FAQ ## FAQ - Frequently Asked Questions Welcome to the FAQ page! Below you will find links to various categories that can help you quickly find the information you need. ## **1. General Information** For common questions and guidance on how DocBits works, how to set up your account, and basic troubleshooting tips. {% content-ref url="/pages/aJIGPBhX0HNjow0wiyR7" %} [General Information](/overview-and-basics/faq/general-information) {% endcontent-ref %} ## **2. Document Processing** Everything related to the extraction, handling, and processing of documents in DocBits. {% content-ref url="/pages/Gyp97D1njiw8qarUoNeZ" %} [Document Processing](/overview-and-basics/faq/document-processing) {% endcontent-ref %} ## **3. Infor LN (LN Integration)** Guidelines and FAQs related to integrating DocBits with Infor LN, document imports, and specific configurations for LN. {% content-ref url="/pages/d8DpxPyghp5dhknJpaBa" %} [Infor LN (LN Integration)](/overview-and-basics/faq/infor-ln-ln-integration) {% endcontent-ref %} ## **4. Infor M3 (M3 Integration)** Guidelines and FAQs related to integrating DocBits with Infor M3, document imports, and specific configurations for M3. {% content-ref url="/pages/o8mcaBChEf9gRMaf3nQe" %} [Infor M3 (M3 Integration)](/overview-and-basics/faq/infor-m3-m3-integration) {% endcontent-ref %} # General Information
What types of documents does DocBits support? #### Supported document types * Invoice * Credit Note * Delivery Note * Order Confirmation * Purchase Order * Custom Documents
Does DocBits support custom document types ? * Yes Users are able to create there own document types.
What file types does DocBits support ? #### Supported File types are: * .pdf * .edi * .xml * .tiff (.tif) * .jpeg (.jpg) * .png
# Document Processing {% content-ref url="/pages/fMX1Up3ajA0fte1cNM1M" %} [Table Extraction Troubleshoot](/overview-and-basics/faq/document-processing/table-extraction-troubleshoot) {% endcontent-ref %} # Table Extraction Troubleshoot ## **Step 1: Open OCR View for Bad Extraction Results** If the table extraction training results are not good: 1. Open the **OCR View** by clicking on the magnifying glass icon with **OCR** written on it. 2. Review the extraction results and see if the OCR process can improve the data capture. 3. If the results still look bad, try a different document to verify if the issue is document-specific. 4. If the issue is document-specific, use another document for extraction. * If the issue persists, follow the next steps. ## **Step 2: Check for E-Text Availability** 1. Check if the document has **e-text** available. * You can verify this using a tool like **Adobe Acrobat**. * If the document contains e-text, follow **Step 3.** * If the document does not contain e-text, follow **Step 4.** ## **Step 3: Turn On E-Text Extraction** If the document contains e-text, you have two options: 1. **Turn on e-text extraction for just this supplier**: * Go back to the **Documents Field Validation**. * Click the square with the three dots in the left-side toolbar. * Here, activate the **Use E-text if available** option to turn it on for just this supplier. 2. **Turn on e-text extraction for all suppliers**: * Go to **Settings** > **Document Processing** > **OCR Settings**. * In this section, you will find the **Use E-text if available** option and can turn it on for all suppliers. 3. After enabling e-text extraction, retry the **table extraction training**. * If the results improve, the issue is resolved. * If the results are still not good, proceed to **Step 4**. ## **Step 4: No E-Text Available - Change AI OCR Version** If the document does not have e-text available: 1. Go to **Settings** > **Document Processing** > **OCR Settings**. 2. Change the **AI OCR Version** to a different version. 3. Go back to the **Table Extraction Training** and try again. 4. If the result is better: * Check other documents from different suppliers to ensure the extraction results for those suppliers are not impacted by this change. * **Be cautious, as this change can affect other suppliers' extraction results.** * This change can impact other suppliers, so make sure to verify the results thoroughly to ensure it does not negatively affect other suppliers’ document extractions. 5. If the result did not improve after changing the AI OCR version, please **contact us** for further assistance. # Infor LN (LN Integration) {% content-ref url="" %} {% endcontent-ref %} {% content-ref url="/pages/XHTxIBPgAyHGZiIZkSqM" %} [Configuring the Default Tax Country for Export LN](/infor-integration-and-configuration/exporting-to-infor/ln/example-export-ln/configuring-the-default-tax-country-for-export-ln) {% endcontent-ref %} # Export Error: "Error Exporting Document to LN. Status Code: 500" {% content-ref url="/pages/CqFGjOu1G7rItH1szJGr" %} [not found in direct debit](/overview-and-basics/faq/infor-ln-ln-integration/export-error-error-exporting-document-to-ln.-status-code-500/not-found-in-direct-debit) {% endcontent-ref %} {% content-ref url="/pages/sFLRZwSy4thwkOCI1Opw" %} [Request validation; Attr. 'ReceiptLine', Value " " : the value must be numeric.](/overview-and-basics/faq/infor-ln-ln-integration/export-error-error-exporting-document-to-ln.-status-code-500/request-validation-attr.-receiptline-value-the-value-must-be-numeric.) {% endcontent-ref %} # not found in direct debit ## **Step 1: Check LN Configuration** 1. Log in to **LN CE**. 2. Navigate to the **Options** menu and select **Run Program**. 3. In the input field, type **ACP Parameters** and press Enter to open the program. 4. Click on the arrow next to the **Actual Set** field to expand the settings. 5. Go to the **Matching** section. * **Check the Automatic Matching Setting:** * If the **Automatic Matching** is set to **Match to Purchase Receipt**, proceed to the next step. * If it is **not** set to **Match to Purchase Receipt**, but you still got this error, please contact us. ## **Step 2: Open DocBits Settings** If the **Automatic Matching** is set to **Match to Purchase Receipt**, proceed with the following steps in DocBits: 1. Open **DocBits** and go to the **Settings** section. 2. Navigate to **Document Processing**. 3. Select **Export**. 4. In the **Export** section, click on the **three dots** icon next to the export that is not working and select **Edit**. 5. In the **Edit Export Settings** menu, click **Download the LN-Mapping** file. ## **Step 3: Edit LN-Mapping File** 1. Open the downloaded **LN-Mapping** file. 2. Search for the field **IRF\_PackingSlip**. * If the field **IRF\_PackingSlip** is present and set to **nothing** (empty), update it to **TF\_packing\_slip**. * If the field **IRF\_PackingSlip** is **not present**, add it to the file and set its value to **TF\_packing\_slip**. 3. For the field **InvoiceReceiptFields** add **PackingSlip** to the values. It should look like the following:
## **Step 4: Add the Updated File Back to DocBits** 1. Go back to the **Export** section in DocBits where you previously downloaded the **LN-Mapping** file. 2. Upload the edited **LN-Mapping** file with the new updates. ## If you still encounter the **Error exporting document to LN** with status code **500**, please contact us # Request validation; Attr. 'ReceiptLine', Value " " : the value must be numeric. ## **Step 1: Investigate the Purchase Order** **1. Check the Purchase Order from the Dashboard** * If the document status is **Export Error**: 1. Locate the document on the dashboard. 2. Click on it and then select the **Fields Validation** button to navigate back to the field validation screen. * If the document status is **Ready for Validation**: 1. Click on the document to proceed directly to the **Field Validation** screen. * If the document is in **Pending Approval status**: 1. Navigate to the **Approval Screen**. 2. Next to the **Invoice Line Items**, locate the **Purchase Order Table.** 3. Go to 3. Check for the Delivery Number step. **2. Verify the Purchase Order** 1. On the **Field Validation** screen, ensure the correct Purchase Order is selected. 2. Once the correct Purchase Order is confirmed, click on the Purchase Order next to the extracted table, to open the **Purchase Order Table** view. **3. Check for the Delivery Number** * In the Purchase Order Table, look for the **Delivery Number** column: * **If a Delivery Number is present**, proceed to the **Approval Screen** and check again if it is present, when present go to **Step 3**. * **If no Delivery Number is present**, follow **Step 2** to address this issue. ## Step 2: Verify the Purchase Order in LN Before sending the Purchase Order to DocBits, verify that the **Delivery Number** is correctly assigned in **LN**. Check the **Purchase Order** details in **LN** to ensure that it is complete and accurate. If the **Delivery Number** is missing or incorrect, this could be the cause of the export error. If the **Purchase Order** appears correct and contains the necessary details, you can proceed to the next step. ## **Step 3: Open DocBits Settings** 1. Open **DocBits** and go to the **Settings** section. 2. Navigate to **Document Processing**. 3. Select **Export**. 4. In the **Export** section, click on the **three dots** icon next to the export that is not working and select **Edit**. 5. In the **Edit Export Settings** menu, click **Download the LN-Mapping** file. ## **Step 3: Edit LN-Mapping File** 1. Open the downloaded **LN-Mapping** file. 2. Search for the field **IRF\_ReceiptLine**. * If the field **IRF\_ReceiptLine** is present and set to **nothing** (empty), update it to **TF\_delivery\_line**. * If the field **IRF\_ReceiptLine** is **not present**, add it to the file and set its value to **TF\_delivery\_line**. 3. For the field **InvoiceReceiptFields,** add **ReceiptLine** to the values. It should look like the following:
## **Step 4: Add the Updated File Back to DocBits** 1. Go back to the **Export** section in DocBits where you previously downloaded the **LN-Mapping** file. 2. Upload the edited **LN-Mapping** file with the new updates. ## Step 5: Retry the Export After confirming that the **Purchase Order** has a **Delivery Number** and ensuring the **Export file is correct**, follow these steps to retry the export: 1. **Return to the Dashboard:** * Go back to the dashboard and find the document with the export error. 2. **Retry the Export Process:** * Click on the document with the export error. * If the **Purchase Order** has a valid **Delivery Number** and the **Export file** is correct, proceed to retry the export. 3. **Check the Export Result:** * After retrying, check the export process again to see if the issue has been resolved and the document no longer shows as an export error. * If the export is successful, the issue should be resolved. 4. **Further Investigation (if the problem persists):** * If the issue persists after retrying the export, contact support for further investigation into possible configuration or system issues. # Infor M3 (M3 Integration) # Costing elements are not properly configured. Please ask your admin to configure it. If you encounter the error message **"Costing elements are not properly configured. Please ask your admin to configure it,"** it could be due to one of the following reasons: 1. **Accidental Activation:** The **Table Extraction for Costing** setting might have been turned on accidentally. * To resolve this, go to **Settings → Document Processing → Classification and Extraction**, and turn off the **Table Extraction for Costing** setting. 2. **Missing Configuration:** The costing elements have not been configured yet. * In this case, go to the configuration page and set up the required costing elements. * Configuration page: {% content-ref url="/pages/K3hfTAes8grscwqt5KQe" %} [Table Extraction for costing Element](/infor-integration-and-configuration/importing-customer-master-data/m3/table-extraction-for-costing-element) {% endcontent-ref %} # M3 API Export Diagnostic Guide ### 1. Initial Setup Before you begin troubleshooting, ensure you’re familiar with the expected inputs for the M3 endpoint you're working with. #### 1.1 Access M3 API Documentation * Log in to **M3**. * Go to **API Section → API Documentation**. * Locate and select the relevant endpoint (e.g., `APS450MI` for invoice-related exports). * Choose the appropriate function (e.g., `Add`). #### 1.2 Understand API Requirements * Review all **required fields** in the API documentation. * Pay attention to important fields like: * `DIVI` * `ACDT` (accounting date) * `CUCD` (currency code) * `SINO` (supplier invoice number) * Confirm field **data types**, **casing**, and **formatting rules** (e.g., `YYYY-MM-DD` for dates). ### 2. Testing API Calls Directly in M3 This step verifies that the M3 API behaves as expected using manual inputs. #### 2.1 Generate a Test Request in M3 * In the M3 API Documentation tool: * Fill in test data for required fields. * Click **Run** to execute the request. * Copy the resulting **cURL** and **JSON body**. #### 2.2 Debug Using Postman * Open **Postman** and create a new **POST** request. * Paste the JSON body or cURL. * Add necessary headers (e.g., authorization). * Click **Send** and observe the result: * `200 OK`: The request was successful. * Error: Review the message for details on what went wrong. ### 3. Comparing M3 API with DocBits Mapping Once you’ve confirmed the API works with test data, compare it to what DocBits is actually sending. #### 3.1 Export Sample Data from DocBits * Open the **DocBits API documentation**: Use the **/export/get\_infor\_export\_api\_json** endpoint. * Enter the **Document ID** of a problematic document. * Run the export to view the **JSON payload** that DocBits will send to M3. #### 3.2 Compare API Payloads * Place the **M3 test JSON** and the **DocBits export JSON** side by side. * Check for: * **Field Names**: Ensure names match *exactly*, including case (`DIVI` ≠ `divi`). * **Data Types**: Verify strings, numbers, and dates are properly formatted. * **Missing Fields**: Identify any fields present in M3’s request but missing in DocBits. ### 4. Troubleshooting Common Issues | Issue | Likely Cause | Fix | | ------------------------------- | ----------------------------------------- | --------------------------------------------------------------- | | Missing field error | A required field is not mapped in DocBits | Add the missing field in the DocBits export configuration. | | Field casing mismatch (`DIVI`) | M3 is case-sensitive | Use the correct casing in the field mapping. | | Invalid `accountingDate` format | Wrong or missing date | Adjust to the format expected by M3 (e.g., `YYYY-MM-DD`). | | Unexpected API error | Extra or unrecognized fields | Compare with known working payloads and clean unnecessary data. | ### 5. If Issues Persist If the issue isn’t resolved after following the above steps: 1. **Document** the problem: * Error message and status code * Sample M3 request and DocBits export JSON 2. **Summarize** your troubleshooting: * What you’ve tried * Key differences observed between test and failing payloads 3. **Escalate** to a developer: * Include all data and findings * Highlight suspected problem areas # Mandatory PDP/PPF Channels – PEPPOL as Transport Only for France’s 2026 E-Invoicing ## PDP or PPF Required for Domestic B2B E-Invoices Under France’s 2026 e-invoicing mandate, companies cannot rely solely on the PEPPOL network to exchange domestic B2B invoices. The law requires that all invoices between French VAT-registered businesses be routed through either a certified private platform (PDP) or the state’s public invoicing portal (PPF) to satisfy legal [requirements](https://www.ey.com/en_gl/technical/tax-alerts/france-revises-schedule-for-adopting-e-invoicing-reform) . In other words, businesses will no longer send invoices directly to customers – they must transmit them via an approved e-invoicing platform (a PDP) or via the government [portal](https://www.avalara.com/blog/en/europe/2022/09/france-publishes-updated-specifications-for-e-invoicing-and-e-reporting.html) . This ensures the tax authority receives the required data in real-time. Simply exchanging invoices over PEPPOL without involving an accredited PDP/PPF would not meet the mandated reporting and transmission obligations.
### Introduction to the service offer The API mode allows users to access all features available to them from the IT tools already deployed within the partner structures. There are two integration methods: ### · Integration into Information Systems (IS): APIs are integrated directly into information systems or management software for parties issuing and receiving invoices or their dematerialising operators (ODs). Users can thus directly access the solution’s features and their upgrades from their usual IT tools, internal or offered by their OD. APIs can also be integrated into the IS of the PDPs to give them more flexibility (compared with EDI mode), with some APIs dedicated to their use. ### · Integration into third-party software: Editors will be able to offer software based on the APIs. Depending on the mode chosen by the editor, connection can then be effected by the editor, or by the customer itself during installation or deployment in its IS. This third-party software will complement the customer’s information system by adding a communication layer to the PPF.
## PEPPOL Used Only as an Interoperability Layer France is adopting PEPPOL as part of its infrastructure, but only as a transport layer within the PDP framework, not as an independent compliance route. The French tax authority (DGFiP) is becoming the Peppol Authority to standardize how PDPs [interconnect](https://www.avalara.com/blog/en/europe/2025/01/e-invoicing-reform-france.html) . All certified PDPs are required to interconnect via the PEPPOL network for exchanging [invoices](https://nymus.be/fr/facturation-electronique-en-france/) . This means PEPPOL will facilitate interoperability between authorized platforms – not replace the need for those platforms. In practice, a company may use PEPPOL only by working through a PDP (or the PPF acting in its limited role) that uses PEPPOL to send or receive invoices. This has been confirmed in official guidance: the public portal is focusing on data collection, while invoice distribution will happen exclusively through PDPs, with those PDPs leveraging networks like [PEPPOL](https://edicomgroup.com/blog/status-of-b2b-electronic-invoicing-in-france) for [exchange](https://nymus.be/fr/facturation-electronique-en-france/) . \\
## Connection of a hub: The hub provides its customers with a web or application solution to enable them to make the various API calls. **It is thus the hub that makes API calls on behalf of all its customers**. In this case, each partner must have a technical account, but only the hub needs an application under PISTE and a connection to the PPF.
Source: Article 91 of France’s 2024 Finance Law (summarized by EY) mandates e-invoices be sent via a certified PDP or the state portal . The French tax authority’s updates further clarify that after 2024 reforms, businesses must use a registered PDP for B2B e-invoicing (the PPF will no longer serve as a free exchange platform) . PEPPOL is being implemented to connect these PDPs, not as an alternate channel outside the system . This confirms that using the PEPPOL network alone is insufficient – compliance in France’s 2026 e-invoicing regime requires integration with the PPF or a certified PDP, with PEPPOL serving only as the underlying delivery network among those platforms.
# End User Section ### Getting Started * **Login and Navigation:** How to access Docbits and navigate through the interface. * **Initial Configuration:** Setting up Docbits for first-time use. ### Daily Use * **Document Submission:** Instructions for submitting documents into Docbits. * **Document Review and Approval:** * **Approving Orders:** Steps for reviewing and approving order forms. * **Processing Invoices:** Guide on how to process incoming invoices for payment. ### Managing Documents * **Search and Retrieve:** How to find and access documents within Docbits. * **Edit and Update:** Editing documents and updating their status. ### Troubleshooting * **Common Issues:** Solutions to frequent problems encountered by users. * [**Support Contact**](/end-user-and-partner-section/end-user-section/ressources-and-support/user-support)**:** How to reach support for assistance. # Global Quick Search Global Quick Search is a keyboard-driven launcher that finds pages, settings, dashboards, and in-page features from anywhere in DocBits. It replaces clicking through the sidebar when you already know what you want. ## How to access Press Cmd + K on macOS or Ctrl + K on Windows and Linux. The shortcut works from any screen.
Global Quick Search modal

Quick Search opens above the current page.

## Searching Start typing to filter the catalog of pages and in-page features. Quick Search uses fuzzy matching, so partial words and minor typos still find the right entry. The top eight results are shown ordered by relevance. Each result shows: * The feature or page label. * The category it belongs to (Settings, Dashboard, Validation, and so on). * A small badge indicating the entry type — Page, Dialog, Sidebar, Panel, Menu, or Action. Use the up and down arrow keys to highlight a result, then press Enter to open it. Press Esc to close the modal. Only entries you have permission to use appear in the result list. Admin-only entries are hidden from non-admin users. ## Recent searches When the search input is empty, Quick Search displays your five most recent queries so you can return to common destinations with one keystroke. Recent searches are stored per browser and do not sync across devices. ## Picker mode for document lookups Some destinations need extra information — for example, "Open document by ID" needs the document ID before it can navigate. When you pick such an entry, Quick Search switches to **picker mode**: * For document IDs, type or paste the ID and press Enter. * For document types, choose the type from the inline list. Picker mode honours the dashboard's status permissions, so you only see documents you are allowed to open. ## View all results If the eight visible results aren't enough, click the **View all results** link in the footer to open the [Sitemap](/end-user-and-partner-section/end-user-section/sitemap) pre-filtered with your current search. ## Keyboard reference | Key | Action | | --------------------------------------------- | ------------------------------- | | Cmd/Ctrl + K | Open Quick Search from anywhere | | ↑ / ↓ | Move between results | | Enter | Open the highlighted result | | Esc | Close the modal | # Sitemap The Sitemap is the full, searchable index of everything DocBits exposes — every page, dialog, sidebar entry, action, and in-page feature, grouped by category. It is the long-form companion to [Global Quick Search](/end-user-and-partner-section/end-user-section/global-quick-search). ## How to access Open the Sitemap from the sidebar (entry near the bottom), or press Cmd/Ctrl + K and choose **View all results**. The direct URL is `/sitemap`.
Sitemap overview

Sitemap with category overview and search header.

## Browsing the catalog The Sitemap is grouped into categories that mirror the structure of the app — Settings, Document Processing, Workflow, Validation, and so on. Each category lists its pages, then its in-page features grouped by subcategory. Entries are colour-coded by type: * **Page** — a full navigable route. * **Dialog** — a modal opened from somewhere in the app. * **Sidebar / Panel / Menu** — a navigation surface or contextual panel. * **Action** — a button or shortcut that performs something without navigating. Click any entry to jump straight to it. Entries that need a parameter (such as a document type or document ID) include an inline selector — choose the value before clicking through. ## Searching and filtering The sticky header at the top of the page hosts the search box and the filter pills. Type a few characters to live-filter the list across labels and descriptions. Use the type pills to narrow to a single entry type — for example, only **Dialog** entries. The current search and filter are added to the URL, so a filtered view can be bookmarked or shared. The Sitemap respects the same permission gating as the rest of DocBits. Pages you cannot access do not appear. ## Developer mode A **User / Dev** toggle in the header turns on extra detail used by partner developers: * The internal route path for each entry. * Parameter tags (`:docType`, `:docId`, deep-link keys). Developer mode is remembered in your browser. Switch back to User mode for the regular reading view. ## Back-to-top The Sitemap is long. Once you scroll past the first screen, a back-to-top button appears in the bottom right corner. # Customizable Sidebar The sidebar can be rearranged to match how you work. Drag items into the order you prefer, hide entries you never use, and pin the ones you open most often to the top. Your layout is remembered for the next time you log in. ## How to access Expand the sidebar (if you're in mini mode, click the toggle at the top), scroll to the bottom, and click **Customize**. The sidebar enters edit mode.
Sidebar in edit mode

In edit mode, each item shows a drag handle and a visibility toggle.

## Reordering items In edit mode every entry shows a drag handle (the six-dot icon on the left). Click and drag an item to a new position. Other items slide to make room. Release to drop. The order is per-user. Other people in your organisation see their own ordering. ## Hiding items Each entry has a visibility toggle on the right. Switch it off to hide the entry from your sidebar. Hidden entries are dimmed in edit mode so you can still see and re-enable them later. Hiding an entry removes it from the sidebar — the underlying page is still reachable via [Global Quick Search](/end-user-and-partner-section/end-user-section/global-quick-search), the [Sitemap](/end-user-and-partner-section/end-user-section/sitemap), or a direct URL. ## Pinning to the top Some entries can be pinned. Pinned items always float to the top of the sidebar regardless of their position in the drag-and-drop order. Use this for the one or two screens you use multiple times a day. ## Saving and resetting * **Done** — exits edit mode and applies your new order, visibility, and pinned items. * **Reset** — clears all customisations and restores the default sidebar. Your preferences are saved automatically when you press **Done**. They persist across sessions. ## New features When a new feature is added to DocBits in a future release, it joins the end of your sidebar with default visibility. Reorder or hide it from edit mode to fit your routine. Features you do not have permission to use are never shown in the customisation list — you cannot accidentally un-hide something your role cannot open. # Idea Board The Idea Board is the place to submit feature requests, report missing functionality, and vote on what the product team should build next. Ideas are organised by channel and visible to everyone in your organisation, with comments and voting. ## How to access Open the sidebar and click **Ideas**, or navigate to `/ideas` directly.
Idea Board overview

The Idea Board, with channel chips, filters, and idea cards.

## Channels A row of channel chips sits at the top of the board: **All**, **General**, **DocNet**, **Workflow**, **Dashboard**, **Import / Export**, and **Document Processing**. Click a chip to show only the ideas in that product area; **All** clears the channel filter. Every idea belongs to one channel, shown as a badge on its card. ## Browsing ideas Each idea is shown as a card with: * The title and a rich-text description, which can include images. * Separate **upvote** and **downvote** buttons, each with its own count. * A category badge — Feature, Improvement, Bug, Integration, or Other. * A channel badge — General, DocNet, Workflow, Dashboard, Import / Export, or Document Processing. * A status chip — New, Under Review, Planned, In Progress, Done, or Declined. * The submitter's name and organisation, and a relative timestamp. * A comments toggle that expands the discussion below the card. Pagination at the bottom of the list moves between pages. ## Submitting a new idea Click **New idea** in the header. The dialog asks for: * **Title** — a short, descriptive name for the idea. * **Description** — an optional rich-text editor with bold, italic, underline, strike-through, lists, and links. You can also add images: paste them directly, or use the **Add image** button to insert one into the description. * **Category** — pick the closest match. The product team uses this to route ideas. * **Channel** — the product area the idea belongs to. Press **Submit** to publish. The idea appears in the list with the **New** status.
New idea dialog

The New Idea dialog, with category and channel selectors.

## Voting Each idea has separate **upvote** and **downvote** buttons, each with its own count. Click a button to cast your vote, click the same button again to remove it, or click the opposite button to switch. Votes signal demand to the product team and feed the **Hot** and **Top Rated** sort orders. ## Commenting Open an idea's comment thread to ask questions, add context, or share workarounds. You can upvote or downvote comments (but not your own) and delete comments you posted. The submitter and admins can also delete comments to keep threads on-topic. ## Filtering and sorting Above the list you can combine: * The **channel** chips. * A search box matching against title and description. * A category dropdown. * A status dropdown. * A sort selector — **Newest**, **Hot**, or **Top Rated**. Filters combine, so you can narrow to, say, "Top Rated Improvements that are Under Review" in a few clicks. ## Editing or deleting your own idea The card menu (three-dot button) lets you edit or delete an idea you submitted. The Idea Board is for product feedback, not for incident reports. Use a support ticket for issues that are blocking your work today. # Dashboard DocBits Dashboard Guide After logging in with your credentials, you will be redirected to the DocBits Dashboard homepage. This is the main page where you can see and manage all your imported documents.
{% embed url="" %} {% embed url="" %} DocBits Annotation Mode Tutorial: Add Notes in Validation & Download With/Without Annotations {% endembed %} # Dashboard Tools To the right of the search bar, you will find some dashboard tools.
## Refresh table Click this button to refresh the dashboard and load the most up-to-date data and statuses.
## Advanced settings Click the gear icon to open the Advanced Settings menu.
In the Advanced Settings menu the following options will be available: ### More settings Use this button to access the Admin Settings for the dashboard. Full documentation for these settings can be found [here](/administration-and-setup/settings/global-settings/dashboard).
### Keyboard shortcuts Use this button to display all keyboard shortcuts for the dashboard. Detailed explanations for each shortcut can be found [here](/end-user-and-partner-section/end-user-section/dashboard/keyboard-shortcuts).
### Import log Use this button to open a table displaying all recently imported documents via email, along with relevant information for each.
You can filter the logs by subject or sender, sort columns in ascending or descending order by clicking the column headers, and rearrange them using drag-and-drop. ### Set table columns for organization
Click this button to open a menu where you can manage the visibility of dashboard columns. Select column names and use the arrows to add or remove them from the dashboard view. Click **Done** to save your changes.
You can set the column order by clicking the dots next to a column name and dragging it to the desired position. #### Add fields from a document type as columns in the dashboard You also have the option to add additional columns from specific fields of specific document types to customize your dashboard view. To do this, simply click **Add Field from Document Type**.
Choose a document type to see which fields are available for the selected type. For each document type there are different fields that you can add. You can search for a specific field using the search bar at the top.
Select the fields you want to display as columns, then click **Add to Visible Columns**. The selected fields will appear as columns on the dashboard, showing their corresponding values. ## Scan document Use this button to scan a document directly.
To use this feature, you need to have a scanner connected to your system. If a scanner is available, you can select it on the right, name your document, and click **Scan**. Optionally, you can adjust scanning settings on the right before starting the process. **Note**: This feature must be activated under **Settings -> Document Processing -> Module -> Document Type -> Document scan**
## Analytics Clicking this button will display a new area showing the current count of documents in each category.
Click any category to filter the documents by that specific category. ## Start e-mail import Clicking this button will check your email inbox, according to the email import configuration, and import any new documents.
## Export this table Use this button to export all documents currently displayed on the dashboard, based on the number of documents shown per page.\ You can export the table as a **.csv** or **.xlsx** file.
**Note**: This feature must be activated under **Settings -> Global Settings -> Dashboard -> General -> Export Dashboard Data**
## Upload Click this button to manually upload one or more files.
You can either drag and drop files into the pop-up window or click **Upload Documents** to select them from your file explorer. If you prefer to manually specify the document type instead of allowing **DocBits** to auto-classify it, toggle the **Classify As** option and select the appropriate document type from the list.
After selecting your files, click **Upload** to begin the upload process. ## Debugging mode You can activate debugging mode to receive an additional option.\ To access debug mode simply add to the url `?debug=true` . Now you should have an additional option
### Show loading times
Clicking this button will open a pop-up window displaying the loading times for each service, with the total loading time shown at the bottom.
# Change Document Columns **From the Dashboard, click on the Advanced Settings icon as shown below:**
Advanced Settings Icon
The following menu will then be displayed: ![Advanced Settings Menu](https://lh7-us.googleusercontent.com/wWt5QbmwZf44enmOoLcofh6SvyYPiHTav9OiEog_m2xtnty6X73pFlhfdM9aglx89_pfbiACZx5BejagV-wAKwlDTuGoGNu5jgbcZ5djrZ_h1IgGp-8uaq8UHY-umjrs96hb4FZOzHFzdLasg2F_ftw) Select the button labeled “Set dashboard columns for organization” and a list of all the column names will be shown. From this menu, you can select the column names and use the arrows to add and remove the columns you desire. ![Dashboard Column Settings](https://lh7-us.googleusercontent.com/cXnnrIR-y4TRDnRE9irGvvjnmkN-HSGEQTh7FiwsjRHzXF7FNjd-_gLO-m55fLlv6lVjk-VvThgdW5JWgqIVZSm5tfk3hC7xrj68uRE5OgIPMtYIrpxOhhYzk4OMibyDBqvHQ0VZaDAysZohlH8dxm8)
Reordering Dashboard Columns
You can set the order of the columns by clicking on the dots next to the column name and dragging them to the appropriate position. Another option also allows you to add fields of a document type:
Add Document Type Field Button
Select Document Type Field Window

Select document type field window

Here you can choose from the different document types:
Document Type Selection Dropdown
For each document type there are different fields that you can add:
List of Available Document Type Fields

Select document type field window

Select the fields you need and click "Add to visible Columns", they will then appear in the column settings.
Updated Visible Columns List
# Document Merging Document merge documents ## Overview Document merging allows you to combine multiple documents. First, you need to select the documents you would like to merge. This can be done by selecting the checkboxes of the documents. Once you have selected the documents, click on the icon with three dots. A menu will then be displayed, select the “Merge” option which can be found at the bottom.
Document merging is an important feature in a document management system that allows users to combine multiple documents into a single document. Here are some reasons why document merging can be useful: * **Organizing Related Documents:** By merging multiple documents into a single document, users can organize and keep related information or files together. This can help improve efficiency in managing and accessing documents. * **Creating reports or summaries:** Merging multiple documents can be useful to create reports or summaries by combining data or information from different sources or documents. This allows users to create comprehensive reports or presentations without having to manually copy and paste the information. * **Archiving documents:** When multiple versions of a document exist, or when documents need to be summarized within a specific time period, merging documents can help ensure consistent archiving practices and optimize storage space. * **Workflow optimization:** Document merging can be part of an automated workflow where documents are automatically combined once certain conditions are met. This can be used, for example, in an approval process or when creating contracts or reports. ## Examples of merging documents: * **Combining Invoices:** A business needs to summarize all invoices from a given month for accounting purposes. Individual invoices are uploaded as separate documents and then merged to create a consolidated overview. * **Combining approval forms:** An application approval workflow requires multiple forms to be merged before being forwarded to management. The different forms are automatically combined as they are completed and submitted by the parties involved. * **Creating an Annual Report:** Multiple departments in a company work together to create a comprehensive annual report. Each department prepares its own section of the report as a separate document. These documents are then brought together to create the final annual report. By merging documents, organizations can streamline their document management processes, improve collaboration, and increase efficiency. # Document Status If you’re using DocBits software for document processing, it’s essential to understand the different document statuses that your files can have. Here’s a complete list of all the possible document statuses in DocBits: * WatchDog Start: The Watchdog module is starting. * WatchDog Split: The document is being split in Watchdog. * WatchDog Upload: The document is being uploaded in Watchdog. * Upload: The document is being uploaded. * OCR: Optical Character Recognition (OCR) is currently running on the document. * Classification: The document is being classified. * Zugferd import: A Zugferd document is being imported. * Ready for Validation: The document is ready for validation. * Zugferd export: A Zugferd document is being exported. * Workflow: A workflow is currently running with this document. * Pending approval: The document needs to be approved. * Pending second approval: The document needs to be approved a second time. * Auto Accounting: Automatic accounting is running. * Export: The document is being exported. * Error: An error occurred in the document. # Filtering Documents ## Default Filtering Options You can search for specific documents by entering the document name or ID into the search bar located at the top of the dashboard.
For more refined filtering, click the filter icon located on the right side of the search bar to select specific criteria for searching documents.
The following filter options are available: * **Status**: Filter by processing status (e.g., Ready for validation, Rejected). * **Assigned To**: Filter by the users assigned to the document.
* **Assigned to Group**: Filter by the groups assigned to the document. * **Restart Required**: Filter for documents that require a restart. Click **Apply** to apply the selected filters, or **Clear Filters** to reset them.
## Time-Based Filtering To filter documents by import date, use the time filter located to the right of the search bar. You can choose from the following preset time ranges: * **30 Days** * **90 Days** * **180 Days** * **365 Days** * **All**
You can also select a custom date range by clicking **Custom**, then specifying a **Start Date** and **End Date**. After that, click **Apply** to activate the filter.
**Note**: Selecting a longer time period may result in slower loading times. ## Filter by Document Type To filter by specific document types: 1. Click the plus (+) icon at the top of the dashboard.
2. Select a document type from the list. 3. After selecting a document type, you can switch between filters using the tabs at the top of the dashboard.
To remove a specific filter, hover over the filter tag and click the red X. This will remove the filter from the tab list.
# Quick Search **Quick Search** is the fastest way to find documents on the Dashboard. You type what you're looking for — a name, a status, an amount, a date — and the document list filters instantly. This guide is organised the way the search is built up: 1. **Standard fields** — the columns every document has (document name, status, dates). Always available. 2. **Fulltext fields** — extracted content (supplier, purchase order, invoice number, amounts, line items). Available when fulltext search is enabled. 3. **Operators, shortcuts & recipes** — the full reference once you're comfortable. > You don't have to memorise anything: click the search bar and pick a field and value from the list — Quick Search builds the query for you. The examples below also show the typed form so you can copy them directly.
The Quick Search bar at the top of the Dashboard

The Quick Search bar at the top of the Dashboard.

*** ## How the search bar works — chips, toolbar & raw view Before the fields themselves, it helps to know how the bar is laid out. ### Conditions become chips As you complete a condition (a field, an operator and a value) Quick Search turns it into a **chip** — a coloured pill inside the bar — and starts a fresh one. A chip shows the **field**, the **operator** and the **value**, with a **×** to remove it. Chips are colour-coded by where the data lives: | Chip colour | Field type | | ----------- | ------------------------------------------------------------- | | **Blue** | Standard column (document name, status, dates) | | **Orange** | Fulltext / extracted field (supplier, amount, invoice number) | | **Purple** | Vector (semantic) search | | **Green** | OCR text search | Click a chip to edit it (it expands back to text); click **×** to delete it. Several chips combined read as **AND** by default. ### The toolbar At the right-hand end of the bar: * **ⓘ Help** — opens the in-app **Dashboard Search — Fields & Syntax** reference listing every field, operator and shortcut available in your workspace. * **Filters (tune)** — a quick panel for the common Status / User / Restart filters, with **Clear filters** and **Apply**. * **Index ring** — a small progress ring showing how much of your fulltext index is built (only shown when fulltext search is enabled). ### Standard vs. raw view The bar normally shows your query as chips (**standard view**). Switch to **raw view** to see and edit the query as plain text (e.g. `status=ready_for_validation AND supplier_name=Test`) — useful for copying, sharing, or typing a long query directly. Your query survives the switch and is remembered when you reload the Dashboard. *** ## Part 1 — Standard fields Standard fields are the document's own columns. They are **always available**, whether or not fulltext search is switched on. ### Find documents by name The document name is the most common search. There are three ways to match it — all **case-insensitive**: #### `=` → starts with ``` filename=invoice ``` Finds documents whose name **starts with** "invoice". Matching ignores case, so all of these match `filename=invoice`: ``` Invoice.pdf iNVoice.pdf iNvoiCE.pdf INVOICE.pdf Invoice.xml iNVoice.xml iNvoiCE.edi … ``` It does **not** match `XYZ_Invoice.pdf` (there "invoice" is in the middle — use `:` for that).
filename=invoice matches only names that start with invoice, any case

filename=invoice — only names that start with "invoice", any capitalisation (Invoice.pdf, iNVoice.pdf, INVOICE_2026.pdf … all match). Compare with : below.

#### `:` → contains (anywhere) ``` filename:invoice ``` Use `:` to match the word **anywhere** in the name — `2026_Invoice.pdf`, `vietnam_einvoice_sample.xml`, `scan_invoice_copy.pdf`.
filename:invoice matches the word anywhere in the name

filename:invoice — matches the word anywhere in the document name.

#### `="…"` → starts *or* ends with ``` filename="invoice" ``` Quotes make `=` match names that **start or end** with the value — handy for a leading code or a file ending. > **The three in one line:** `=` → starts with · `:` → contains · `="…"` → starts or ends with. All ignore upper/lower case. You can see this summarised any time via the **help icon** in the search bar (next section). ### Find documents by status ``` status=ready_for_validation ``` Status is a fixed list, so `=` is an **exact** match and the bar offers a value picker when you type `status=`.
Filtering by document status

status=ready_for_validation — exact match on a fixed-list field.

### Find documents by date ``` created_on>2026-05-25 ``` Use `>`, `<`, `>=`, `<=` for date ranges. You can also use **relative** dates: `today()`, `today()-7` (last 7 days), `today()+30` (next 30 days).
Filtering by creation date

created_on>2026-05-25 — documents created after a date.

### Find documents by invoice sub-type ``` invoice_sub_type="Cost Invoice" ``` Invoice sub-type is a fixed list (for example **Cost Invoice** or **Purchase Invoice**), so `=` is an **exact** match and the bar offers a value picker when you type `invoice_sub_type=`. Use `invoice_sub_type!="Cost Invoice"` for everything except that sub-type. *** ## Part 2 — Fulltext fields Fulltext fields search the **extracted content** of your documents — supplier, purchase order, invoice number, amounts, line items. They appear in **orange** and are available when **fulltext search is enabled** for your organisation. The matching rules are exactly the same as for standard text fields (`=` starts-with, `:` contains, `="…"` starts-or-ends). ### Find documents from a supplier ``` supplier_name=Test ``` Starts-with on the extracted supplier name. Use `supplier_name:fuji` to match anywhere, or `supplier_name:"Ruiz Foods"` to quote a value with spaces.
Searching by supplier name

supplier_name=Test — every result's supplier starts with "Test".

### Find documents by purchase order ``` purchase_order=PO ``` Starts-with on the extracted PO number — great for a PO prefix.
Searching by purchase order

purchase_order=PO — documents whose PO number starts with "PO".

### Find documents by amount ``` total_amount>5000 ``` Use `>`, `<`, `>=`, `<=`, or `between 100 and 500` for a span.
Filtering by total amount

total_amount>5000 — invoices above 5,000.

For a window, use `between`: ``` total_amount between 1000 and 5000 ``` This is shorthand for `total_amount>=1000 AND total_amount<=5000`.
Amount window with between

total_amount between 1000 and 5000 — every result falls inside the window.

### Find what's missing ``` supplier_name="" ``` `=""` means "this field is **not set**"; `supplier_name!=""` means "has any supplier".
Finding documents with no supplier

supplier_name="" — documents that have no supplier yet.

The same presence check works on any field — for example documents still missing an AP assignment code: ``` ap_assignment_code="" ```
Documents missing an AP assignment code

ap_assignment_code="" — documents that have no AP assignment code. Use ap_assignment_code!="" for those that do.

*** ## Smart Filters — one click At the top of the Quick Search dropdown (click into the search bar) you'll find **Smart Filters**: ready-made searches you apply with a single click. Each one is just a shortcut for a query you could also type yourself: | Smart Filter | Finds | Same as typing | | --------------------------- | ----------------------------------------------- | --------------------------------- | | ⚠️ **Overdue** | Past their due date | `invoice_due_date` | | 📅 **Today's inbox** | Imported today | `imported_on>=today()` | | 📋 **Pending validation** | Ready to be validated | `status=ready_for_validation` | | 🧾 **Electronic documents** | E-invoices (XML, ZUGFeRD, EDI) | `is_edoc=true` | | ✅ **Full PO match** | Fully matched to a purchase order | `po_match_status=full_matched` | | ➗ **Partial PO match** | Partially matched to a purchase order | `po_match_status=partial_matched` | | 📉 **Under PO match** | Quantity or unit price under the purchase order | `po_match_status=under_matched` | The three **PO match** filters and the fulltext fields require fulltext search to be enabled for your organisation.
The Smart Filters dropdown panel

The Smart Filters at the top of the Quick Search dropdown — one click applies the filter (Overdue, Due soon, Assigned to me, Today's inbox, Pending validation, Electronic documents, Full / Partial / Under PO match).

*** ## Grouping results Instead of a flat list, you can **group** the results by any field — supplier, status, document type, sub-organisation, or a date bucket. Add a grouping from the search bar: ``` group by supplier_name ``` The list then shows collapsible **group headers**, each with the group's name and a **count** (e.g. *Ruiz Foods (12)*). Click a header to expand or collapse that group. For date fields you can group by **day, week or month**.
Results grouped by supplier with collapsible headers

group by supplier_name — results collapse into one expandable header per supplier.

Grouping combines with any filter — `status=ready_for_validation group by supplier_name` groups only the matching documents. Clicking into a group **drills down**: it applies that group's value as a filter and returns you to the flat list for that selection. *** ## Part 3 — Operators, connectors, shortcuts ### The built-in help The **help icon** in the search bar opens a complete reference of every field, operator and shortcut available in your workspace — including which fields are standard vs. fulltext.
The in-app Dashboard Search help with all operators

The built-in Dashboard Search — Fields & Syntax help, listing every operator and how values are matched.

### How `=` matches, by field type All text matching ignores case. | Field type | Example | `=` means | | ----------------------------------------- | ------------------------ | --------------------------- | | Text (name, supplier, purchase order) | `filename=invoice` | **starts with** | | Text, anywhere | `filename:invoice` | **contains** | | Text, start *or* end | `filename="invoice"` | **starts or ends with** | | Status / type / PO match (fixed lists) | `status=finished` | **exact** | | Identifiers (invoice number, supplier id) | `invoice_number=INV-100` | **exact** | | Number | `total_amount>5000` | range (`> < >= <= between`) | | Date | `created_on>2026-01-01` | range + `today()±N` | ### Operators | Operator | Meaning | | ------------------------------------ | ----------------------------------------------- | | `=` | starts-with (text) / exact (list, number, date) | | `:` | contains (text, anywhere) | | `="…"` | starts-with or ends-with (text) | | `!=` | the opposite of `=` | | `>` `<` `>=` `<=` | greater / less than | | `between … and …` | inclusive range | | `field=""` / `field!=""` | is empty / is set | | `today()`, `today()-7`, `today()+30` | relative dates | ### Connectors Combine conditions with **AND** (both true), **OR** (either), **NOT**, and parentheses `( … )` for grouping: ``` status=ready_for_validation AND supplier_name=Test (status=error OR status=failed) AND created_on>today()-1 ```
Combining conditions with AND

status=ready_for_validation AND supplier_name=Test — two conditions combined.

### Shortcuts Shorter phrasings for the same queries — use whichever reads better: | Shortcut | Same as | Description | | ----------------------------------- | ------------------------------------------------- | ----------------------------------------------------------------------- | | `total_amount gt 5000` | `total_amount>5000` | Word aliases for comparison operators (`gt`/`gte`/`lt`/`lte`/`eq`/`ne`) | | `due_date > today` | `due_date>today()` | Bare `today` / `yesterday` / `tomorrow` | | `imported_on this_week` | `imported_on>=today()-7 AND imported_on<=today()` | Relative periods (`this_week`, `last_week`, `this_month`, …) | | `ap_assignment_code is empty` | `ap_assignment_code=""` | Whether a field has any value | | `status:open` | `status=ready_for_validation` | Friendly status label (`open`/`closed`/`failed`/`done`) | | `total_amount not between 100, 200` | `total_amount<100 OR total_amount>200` | Value outside a window | | `status in (finished, error)` | `status=finished OR status=error` | Match any value from a list | | `not status=finished` | `status!=finished` | Negate any predicate | | `filename contains rechnung` | `filename:rechnung` | String match (`contains`/`starts_with`/`ends_with`) | | `total_amount > 5k` | `total_amount>5000` | Currency suffix `k` (×1 000), `M` (×1 000 000) | | `overdue` | `invoice_due_date=5000` | `$` prefix for amount thresholds | ### Shortcut query + result gallery These examples show each shortcut pattern with the query you type and the result the Dashboard shows. The first group uses standard fields and works even when fulltext search is not enabled. The second group uses fulltext-only fields such as amount or invoice due date. #### Works without fulltext **Operator aliases** * Query: `created_on gt 2026-05-25` * Same as: `created_on>2026-05-25` * Result: Filters by Created after 25 May 2026.
Quick Search result for created_on gt 2026-05-25

created_on gt 2026-05-25 - Filters by Created after 25 May 2026.

**Bare date words** * Query: `created_on < today` * Same as: `created_onQuick Search result for created_on < today

created_on < today - Expands the bare word today to today().

**Relative period** * Query: `created_on this_month` * Same as: `created_on>=first day of this month AND created_on<=last day of this month` * Result: Expands this\_month into a date window.
Quick Search result for created_on this_month

created_on this_month - Expands this_month into a date window.

**Empty or set words** * Query: `assigned_to is empty` * Same as: `assigned_to=""` * Result: Finds documents without an assignee.
Quick Search result for assigned_to is empty

assigned_to is empty - Finds documents without an assignee.

**Friendly status** * Query: `status:open` * Same as: `status=ready_for_validation` * Result: Maps open to the validation status.
Quick Search result for status:open

status:open - Maps open to the validation status.

**Not between** * Query: `created_on not between 2026-06-01, 2026-06-15` * Same as: `(created_on<2026-06-01 OR created_on>2026-06-15)` * Result: Finds values outside a date window.
Quick Search result for created_on not between 2026-06-01, 2026-06-15

created_on not between 2026-06-01, 2026-06-15 - Finds values outside a date window.

**In-list** * Query: `status in (ready_for_validation, exported)` * Same as: `status=ready_for_validation OR status=exported` * Result: Matches any listed status.
Quick Search result for status in (ready_for_validation, exported)

status in (ready_for_validation, exported) - Matches any listed status.

**Negation prefix** * Query: `not status=finished` * Same as: `status!=finished` * Result: Inverts the finished-status predicate.
Quick Search result for not status=finished

not status=finished - Inverts the finished-status predicate.

**String contains** * Query: `filename contains E2E` * Same as: `filename:E2E` * Result: Uses contains as a filename substring search.
Quick Search result for filename contains E2E

filename contains E2E - Uses contains as a filename substring search.

**Invoice prefix** * Query: `#INV-1234` * Same as: `invoice_id:INV-1234` * Result: Maps #... to an invoice-id search.
Quick Search result for #INV-1234

#INV-1234 - Maps #... to an invoice-id search.

**Assignee prefix** * Query: `@Daniel` * Same as: `assigned_to:"Daniel"` * Result: Maps @... to an assignee-name search.
Quick Search result for @Daniel

@Daniel - Maps @... to an assignee-name search.

#### Requires fulltext search If you use the same shortcut with a fulltext-only field, the query still requires fulltext. For example, `ap_assignment_code is empty` uses the same empty/set shortcut as `assigned_to is empty`, but the AP assignment field is fulltext-only. **Currency suffix** * Query: `total_amount > 5k` * Same as: `total_amount>5000` * Result: Expands k to thousands on an amount field.
Quick Search result for total_amount > 5k

total_amount > 5k - Expands k to thousands on an amount field.

**Overdue shortcut** * Query: `overdue` * Same as: `invoice_due_dateQuick Search result for overdue

overdue - Finds unfinished invoices past their due date.

**Amount prefix** * Query: `$5000+` * Same as: `total_amount>=5000` * Result: Maps $...+ to an amount threshold.
Quick Search result for $5000+

$5000+ - Maps $...+ to an amount threshold.

*** ## Part 4 — Advanced search modes Beyond field search, three prefix modes search the document content itself. ### Vector (semantic) search — `vector:` Matches by **meaning**, not exact text — useful for "find documents about XYZ". Requires the Vector module; applies to document content. ``` vector: invoices about office supplies vector: shipping delays with Hamburg port ```
Semantic vector search results

vector: supplier invoice — semantically related documents, even without those exact words.

### OCR text search — `ocr:` Searches **inside the page text** the OCR engine extracted — not just the structured columns. Useful when the value you remember is in the document body. ``` ocr: Versandkosten ocr: "purchase order PO-12345" ocr: Hamburg AND doc_type=INVOICE ocr: IBAN ```
OCR text search results

ocr: demo invoice — matches text found anywhere on the document pages.

### Natural-language (AI) search — `ai:` Describe what you want in plain English; the AI reads your phrase and extracts filters (supplier, dates, amounts) into a structured query. Unlike Vector, it **builds a query** rather than finding similar documents. ``` ai: invoices from Ruiz over 1000 last quarter ai: overdue invoices waiting on approval ai: shipping documents from Hamburg last month ```
Natural-language AI search results

ai: invoices over 1000 from this year — the AI turns the sentence into filters automatically.

*** ### Recipes | You want… | Type this | | -------------------------------- | -------------------------------------------------------------- | | Ready to validate, fully matched | `status=ready_for_validation AND po_match_status=full_matched` | | This supplier, this week | `supplier_name=Test AND created_on>today()-7` | | High-value overdue invoices | `total_amount>5000 AND invoice_due_datetoday()-1` | | Electronic credit notes | `is_edoc=true AND sub_doc_type=CREDIT_NOTE` | | By purchase-order prefix | `purchase_order=PO-2026` | > Orange (fulltext) fields require **fulltext search** to be enabled for your organisation. A literal `%` or `_` in a value is treated as a normal character. # Personal Dashboards ## Overview You can create and manage custom dashboards tailored to your specific needs. These dashboards allow you to: * Define a custom column order * Select only the columns relevant to your use case * Apply and save personalized filters * Share dashboards with team members ## Create new Dashboard To create a new dashboard: 1. Click the filter button below the search bar.
2. Click **Create New Dashboard**.
3. Enter a name for your dashboard.
4. Set the desired visibility level. You can choose from: * **Visible only to me**: Only you (the currently logged-in user) can view this dashboard. * **Visible to all users**: All users in your organization will have view access. * **Share with groups and users**: Select specific users or user groups who will have view access to the dashboard.
5. Click **Save** to create and save your dashboard.
## Switch between Dashboards To switch between dashboards: 1. Click the filter button below the search bar. 2. In the dropdown menu, select a dashboard from the list of personal or shared dashboards.
**Note**: You can identify whether a dashboard is personal or shared by checking the icon in front of the dashboard name. ## Editing/Deleting a Personal Dashboard To edit your personal or shared dashboard: 1. Click the filter button below the search bar.
2. Click on the name of the personal dashboard you want to edit.
3. Make the desired changes, such as: * Changing the column order * Adjusting the visibility of columns * Editing filters ### **Saving Dashboard Changes** Once you've made your changes, click the filter button below the search bar, then select **Save Dashboard Changes**.
**Note**: Only personal dashboards can be edited. Shared dashboards can only be edited by their original creator. ### **Renaming a Dashboard** To rename a personal or shared dashboard: 1. Click the filter button below the search bar.
2. Select the dashboard you want to rename.
3. Select **Rename Current Dashboard**.
4. Enter the new name, then click **Save**.
**Note**: Only personal dashboards can be renamed. Shared dashboards can only be renamed by their original creator. ### Delete a Dashboard To delete a personal dashboard: 1. Click the filter button below the search bar.
2. Hover over the dashboard you want to delete. 3. Click the trash can icon next to it.
4. Confirm the deletion by clicking **Delete**.
**Note**: Only personal dashboards can be deleted. Shared dashboards can only be deleted by their original creator. # Overview of Uploaded Documents The second part of the dashboard is an overview of all the uploaded documents. You can view all documents or just the ones assigned to you. You can also search for documents by name. Data will be extracted within seconds, and the status will change from “Running” to “Ready for Validation”. # Task Counter The task counter is located in the upper-right corner of the Dashboard home page.
This is where you can see how many documents are in your queue for processing
and how many documents are now ready for validation.
# Validated Extracted Fields The validation screen allows you to check, edit, and validate all the imported documents. You can see the name of the document, how many pages it consists of, the date it was imported, and its status. The actions button allows you to assign, restart, validate, or delete the document. ![](https://lh7-us.googleusercontent.com/Qsuq276tKp5GdkYv3Jfcjqske-IBpS-KqAtYf4q5mwEy6SFbsl9hC4oC94m8jwgnAOmTT7uHn2RPen-rXLo6q0ya7tHsJxjr0dbBeLDx6dAnjF6B0czSDQJxdDhx-E7OZD6MFZh-237jAfPrgQF0wGQ) # Document Flow ## **Overview:** This page provides a graphical overview of the various steps a document has gone through up to this point. ## **How to Access:** ### **Option 1:** 1. Navigate to the actions column on the dashboard and click the three dots next to the document for which you want to view the document flow.
2. Select **Document Flow**.
### **Option 2:** 1. Open the document you want to view the document flow for. 2. Click the three dots on the right side of the Field Validation.
3. Select **Document Flow**.
## **Description:** On the left side of the screen, you will see the individual steps of the document flow, listed from left to right.
* Steps that initiate the document flow process (such as import or restart) will appear in green. * To navigate through the steps, simply drag and drop them on the screen. * When you click on a step, the name of the module and information about whether the step was successful or not will appear on the right side of the screen.
# Video Carousel A small area on the Prepare Dashboard that plays short tips about features in DocBits — handy things to try, places you might not have looked. ## Where to find it The Video Carousel appears on the Prepare Dashboard while documents are being imported. On wide screens it sits to the right of the progress bar. It is hidden on small screens. ## Using it Tips play one after another with a short caption underneath. Click the dots below the video to jump to a specific tip. There is no sound — read the caption to see what each tip is about. # Best Practice ## Setting up a dashboard that aligns with users' daily routines requires careful planning and implementation. **Here are best practices that can help you:** **Custom views:** * Make sure the dashboard is customizable so users can customize their own views and layouts. This can be done through the ability to add, remove, or rearrange widgets. **Automatic updates:** * Implement automatic updates to ensure data is always up-to-date. This is especially important for high-use environments. * You can enable this auto-refresh tool in the settings. **User guidance and training:** * Offer a user-friendly interface and instructions on how to use the dashboard. * Train users regularly to ensure they understand all the features and capabilities of the dashboard. **Filters and views:** * Using filters can be very helpful when searching for documents, but also consider resetting filters to keep a consistent view of data. **Dashboard analytics:** * Monitor dashboard usage and collect feedback from users. * Analyze which parts of the dashboard are used the most and what improvements can be made to further optimize the user experience. **Data visualization:** * Use engaging and meaningful data visualizations to present information quickly and understandably. * Choose visualizations based on user needs and the type of data presented. **Security and privacy:** * Ensure the dashboard adheres to security standards and sensitive data is adequately protected. * Implement access controls to ensure users can only access the data that is relevant to them. By considering these best practices, you can create a dashboard that effectively aligns with users' daily routines and helps them make informed decisions. # Troubleshooting ## Here are specific troubleshooting tips for common issues related to dashboard settings: **Filters not applied correctly:** * First, check the filter settings to make sure the correct filters have been applied and that they are displaying the desired data. * Make sure that filters are applied logically and consistently. Sometimes incorrect filter logic or incorrect combinations can produce unexpected results. * Provide users with guidance on how to use filters correctly to ensure they can use the filtering features effectively. **Delays in loading data:** * Check the network connection to make sure it is stable and not causing delays. * Check the server load and the performance of the data source to see if that is the problem. You may need to optimize the data source or switch to a more powerful infrastructure. * Implement caching mechanisms to reduce loading times, especially for frequently accessed data. Encourage users to optimize their data queries by retrieving only the required data fields and using filters to reduce the amount of data. **Browser issues:** * Make sure the browser they are using is compatible with the dashboard and has all required updates installed. * Recommend users to clear their browser cache regularly to avoid memory issues and ensure they are getting the most up-to-date data. * Check for extensions or plugins in the browser that might be interfering with the dashboard and temporarily disable them if necessary to isolate problems. **User-specific issues:** * Offer individualized support for users who continue to have problems. You may need to check their specific settings, permissions, or network configuration to identify and resolve the issue. By providing users with these specific troubleshooting tips, you can help them effectively resolve common issues related to dashboard settings and increase their productivity. # Keyboard Shortcuts ## Dashboard Shortcuts The dashboard includes the following shortcuts to enhance navigation and interaction: * **Control + K** – Opens the keyboard shortcut menu, providing a list of available shortcuts within the application. * **Control + Q** – Refreshes the dashboard table, ensuring that the latest data is displayed without needing to manually reload the page. * **Control + H** – Opens the documentation page for more information and assistance. # Tasks This is where you can keep an eye on your tasks. You can pick between two different layouts – one is a bit more detailed than the other. You can also filter tasks by different criteria, like whether they're assigned to you or the status of the task.
Tasks Dashboard Layout View
Tasks Dashboard Detailed View
# Advance Shipment Dashboard This section offers a detailed overview of all advanced shipments. It includes a search bar with various filters that you can select to quickly narrow down your results. Additionally, you can customize the arrangement of the column headers by using the drag-and-drop functionality for a more tailored viewing experience.
Advance Shipment Dashboard Interface
# Purchase Order Dashboard This section offers a detailed overview of all purchase orders. It includes a search bar with various filters that you can select to quickly narrow down your results. Additionally, you can customize the arrangement of the column headers by using the drag-and-drop functionality for a more tailored viewing experience.
Purchase Order Dashboard Interface
# Invoice Dashboard This section offers a detailed overview of all invoices. It includes a search bar with various filters that you can select to quickly narrow down your results. Additionally, you can customize the arrangement of the column headers by using the drag-and-drop functionality for a more tailored viewing experience.
Invoice Dashboard Interface
# Shipment Order Dashboard This section offers a detailed overview of all shipment orders. It includes a search bar with various filters that you can select to quickly narrow down your results. Additionally, you can customize the arrangement of the column headers by using the drag-and-drop functionality for a more tailored viewing experience.
Shipment Order Dashboard Interface
# User Configuration Options To configure your settings, click on the User Icon located in the bottom-left corner of the screen. Here you can customize several options: {% embed url="" %}
User Settings Menu Dropdown
**Language** {% embed url="" %} How to Change Language in DocBits (User Settings Tutorial) {% endembed %} * **Select Preferred Language:** Choose your desired language from the available options. **Dark Mode** * **Switch to Dark Mode:** Enable or disable Dark Mode for a more comfortable viewing experience. **User Settings** In this section, you can adjust the following preferences: * **Date Pattern:** Customize how dates are displayed. * **Amount Formatting:** Set your preferred format for numerical values. * **Name:** Update your name. * **Password:** Change your password for account security. * **Font Size:** Adjust the text size for better readability. * **Dual Monitor Mode:** Enable this feature if you’re using two monitors.
**Logout** * **Logout:** Click here to securely log out of your account. # AI Table The AI Extracted Table feature allows users to easily manipulate and customize the extracted data from the invoice document. Here are the key capabilities and usage instructions: * **Deleting Columns**: If certain columns in the extracted table are not needed, users can easily remove them by clicking the "Delete column" icon (represented by three vertical dots) next to the column header. This helps declutter the table and focus only on relevant information.
* **Changing Currency Format**: The currency format can be changed by selecting the desired format from the dropdown menu next to the "Currency" field. This ensures that the currency values are displayed in the preferred format, making it easier to interpret and analyze the financial data.
* **Showing/Hiding Non-Mapped Columns**: By default, only the mapped columns (columns with extracted data) are visible in the table. However, users can choose to show or hide the non-mapped columns by clicking the "Hide non mapped columns" or "Show non mapped columns" button at the bottom of the table. This feature is useful when users want to review all available columns, even if they don't currently contain data.
* **Changing Table Headers**: The table headers (column names) can be modified by clicking on the header and entering the desired name. This feature allows users to customize the column names to better align with their terminology or preferences, making the data more readable and understandable.
These features provide users with flexibility and control over the extracted data, enabling them to tailor the information according to their specific needs and preferences. The AI Extracted Table aims to enhance the user experience by offering a seamless and intuitive way to interact with and analyze invoice data. # AI Table Tags
### Step-by-step instructions on how to add tags to a table: **Step 1:** Choose column names (tags) * **Select column names:** Review the column names of your table and decide which tags to add.
Select AI Table Tag
**Step 2:** Press "Apply" button * **Press button:** Once you have selected the appropriate tag for a column, press the "Apply" button next to the selected column and tag. **Step 3:** Add tag to the table * **Add tag:** The selected tag will be added to the table as an additional column next to the corresponding column.
AI Table Tag Added
**Step 4:** Save or Delete Tag * **Save Tag**: Press the Save button to save the desired tag * **Delete Tag:** To delete the selected tag, press the Delete button ### Here is a detailed explanation of each column and the possible tags:
Overview of AI Table Tags
### **Position:** **Description:** Position or order of the item within the order. **Tag:** Integer **Example:** 1, 2, 3... ### **Description:** **Description:** Short description of the item. **Tag:** Text **Example:** Screw, Nut, Widget... ### Purchase Order: **Description:** The number of the associated order. **Tag:** Alphanumeric **Example:** PO12345, PO98765... ### Quantity: **Description:** Number of units ordered. **Tag:** Number **Example:** 100, 50, 200... ### Unit: **Description:** Unit of measurement (e.g., piece, kilogram). **Tag:** Text **Example:** Pcs, kg, l... ### Unit Price: **Description:** Price per unit of the item. **Tag:** Currency **Example:** €10.00, €5.50, €100.00... ### Net Amount: **Description:** Total price before deductions and taxes (calculated as quantity \* unit price). **Tag:** Currency **Example:** €1,000.00, €275.00, €10,000.00... ### Discount: **Description:** Absolute discount amount applied to the net amount. **Tag:** Currency **Example:** €50.00, €20.00, €500.00... ### Discount Percentage: **Description:** Discount percentage applied to the net amount. **Tag:** Percent **Example:** 5%, 10%, 15%... ### VAT: **Description:** Amount of VAT applied to the item. **Tag:** Currency **Example:** €200.00, €55.00, €1,900.00... ### Total Amount: **Description**: Final amount after discount is deducted and VAT is added. **Tag:** Currency **Example:** €1,150.00, €310.00, €11,400.00... ### Country of Origin: **Description:** Country where the item was manufactured or shipped. **Tag:** Text **Example:** USA, Germany, China... ### Item Number: **Description:** Unique identifier or SKU for the item. **Tag:** Alphanumeric **Example:** 987654, A12345, Z98765... ### Delivery Note Number: **Description:** Number of the associated delivery note. **Tag:** Alphanumeric **Example:** DN56789, DN12345... ### Sentence (additional information): **Description:** Additional comments, codes or relevant information. **Tag:** Text **Example:** Comment, Specification... With this structure and tags, the table is more clearly defined and the information can be better categorized and processed. # Validation Screen {% embed url="" %} ## Overview
Validation Screen Overview
### Document Origin {% embed url="" %} DocBits Origin Setting Explained: Country Standards for Dates & Number Formats {% endembed %} ## **Save Button:**
Save Button
* **Save Button:** * **Purpose:** Saves the current state of the document or script being worked on. * **Use Case:** After making changes or annotations to a document, use this button to ensure all modifications are saved. ### **Add special Rules:**
Add Special Rules Button
Add Script Example
* **Add Special Rules / Add Script in DocBits:** * **Purpose:** Allows users to implement specific rules or scripts that customize how documents are processed. * **Use Case:** Use this feature to automate tasks like data extraction or format validation, enhancing workflow efficiency. {% hint style="info" %} See here add[ Script in DocBits](/administration-and-setup/settings/global-settings/document-types/script/scripting-in-docbits) {% endhint %} ### **Fuzzy Fields:**
Fuzzy Fields
* **Fuzzy Fields:** * **Purpose:** Helps in identifying and correcting fields where the data may not be a perfect match but is close enough. * **Use Case:** Useful in data validation processes where exact matches are not always possible, such as slightly misspelled names or addresses. ### **Required fields:**
Required Fields
There are fields that are required for further editing, these can be edited in the settings. Use the tool tip to find out if: * Is it a mandatory field (required) * Validation required * Low confidence * Full tax amount missmatch **Required Fields:** * **Purpose:** Identifies mandatory fields within documents that must be filled out or corrected before further processing. * **Use Case:** Ensures that essential data is captured accurately, maintaining data integrity and compliance with business rules.
### **Magnify Glass:**
Magnifying Glass Icon
* **Magnifying Glass (Magnify Glass):** * **Purpose:** Provides a zoomed-in view of a selected area of the document. * **Use Case:** Helps in examining fine details or small text in documents, ensuring accuracy in data entry or review.
Zoomed Document View
### **Open new window:**
Open New Window Icon
* **Open New Window:** * **Purpose:** Opens a new window for side-by-side document comparison or multitasking. * **Use Case:** Useful when comparing two documents or when referencing additional information without leaving the current document. ### **Keyboard shortcuts:**
Keyboard Shortcuts Icon
1. **Keyboard Shortcuts:** * **Purpose:** Allows users to perform actions quickly using keyboard combinations. * **Use Case:** Enhances speed and efficiency in document navigation and processing by minimizing reliance on mouse navigation. ### **Tasks:**
Tasks Button
To share internal information, you can create tasks and assign them to a specific employee or group within the company. * **Tasks:** * **Purpose:** Enables users to create tasks related to documents and assign them to team members. * **Use Case:** Facilitates collaboration and task management within teams, ensuring everyone knows their responsibilities.
Task Creation Dialog
### Approval History
Approval History Button
**Note:** The approval history must be activated before it can be displayed here. **Approval History:** * **Purpose**: Displays document approval history in field validation, with red indicating rejected and the app's color indicating approved. * **Use Case**: Useful for organizations that require a transparent record of approval actions during field validation.
Approval History List View
### **Annotation mode:**
Annotation Mode Button
Annotation Mode Example
{% embed url="" %} DocBits Annotation Mode Tutorial: Add Notes in Validation & Download With/Without Annotations {% endembed %} You can leave annotations on a document. This can be helpful to leave information for other users who further edit this document. * **Annotation Mode:** * **Purpose:** Lets users leave notes or annotations directly on the document. * **Use Case:** Useful for providing feedback, instructions, or important notes to other team members who will work on the document later. ### **Merge:**
Merge Documents Button
Documents can be merged here, for example if a page of an invoice was missing, these pages can be merged later in this way without the entire document having to be deleted or re-uploaded. * **Merge Documents:** * **Purpose:** Combines multiple documents into a single file. * **Use Case:** Handy in scenarios where parts of a document are scanned separately and need to be consolidated. ### **OCR view:**
OCR View Button
In the OCR view, the text is automatically filtered from the document. This is used to recognize relevant features, such as the postal code, contract number, invoice number and the sorting of a document. * **OCR View:** * **Purpose:** Automatically recognizes text within documents using Optical Character Recognition technology. * **Use Case:** Streamlines the process of digitizing printed or handwritten texts, making them searchable and editable.
OCR View Example

OCR

### **Create ticket:**
Create Ticket Button
Unlike tasks that are passed on internally within the company, this support ticket is important to notify us and to immediately create a ticket in the event of errors and/or discrepancies. This makes the process much easier because you can immediately send the bug with the appropriate document. There is also the option to set priority, take a screenshot of the document or upload one. * **Create Ticket:** * **Purpose:** Allows users to report issues or discrepancies by creating a support ticket. * **Use Case:** Essential for quick resolution of problems and bugs, helping maintain the integrity and smooth functioning of the system.
Create Ticket Form
### **Document skript Logs:**
Document Script Logs Button
Scripts can be created in the settings under Document Types; this information will then be displayed here. * **Document Script Logs:** * **Purpose:** Displays logs related to scripts that have been implemented for different document types. * **Use Case:** Useful for tracking and debugging script actions on documents, helping users understand the automated processes and correct any issues.
Document Script Logs View
### **More settings:**
More Settings Menu Icon
### **Document Flow:** There you will find the flow of the document * **Purpose:** Shows the sequence and progression of document processing within the system. * **Use Case:** Helps in tracking document status through different stages, ensuring that all necessary processing steps are followed. ### **Go to layout Template:** * With this option you will be redirected and can edit your layout or use the default template * **Go to Layout Template:** * **Purpose:** Redirects users to a layout editor where they can modify existing templates or apply a default one. * **Use Case:** Enables customization of document layouts to meet specific business needs or preferences, enhancing the document’s visual and functional alignment with company standards. ### Use E-Text if Available * **Purpose:** Enables DocBits to use e-text for all documents from a specific supplier if available, improving extraction accuracy. * **Use Case:** Enhances text extraction by leveraging embedded text instead of OCR, which can lead to more precise results for this supplier. ### [Supplier-Based AI Model](/end-user-and-partner-section/end-user-section/validation-screen/supplier-specific-ai-model-for-field-and-table-extraction) * **Purpose:** Allows selection between three different AI models to optimize extraction results for a specific supplier. * **Use Case:** Ensures better extraction accuracy by choosing the most suitable AI model for each supplier’s document structure and content. # Supplier-Specific AI Model for Field and Table Extraction In the tools section of the **Validation screen**, you can choose the AI model used for **Field Extraction** and **Table Extraction**.\ The selected **AI model** is applied to all documents for the current supplier only. To change the model, open the options menu by clicking the **three dots** on the right side of the screen, then choose one of the available models:
* **Full** – Costs 2 tokens * **Fast** – Costs 1 token * **Turbo** – Costs 1 token
If the **field extraction** or **table extraction** results are not satisfactory, try switching to another model to improve accuracy. To configure the AI model **globally for suppliers without a custom model** or to **manage which model is active for each supplier**, please refer to the corresponding documentation [**here**](/administration-and-setup/settings/document-processing/classification-and-extraction/ai-model). # Automatic Checks on the Validation Screen ## Overview By default, specific fields in the field validation process are automatically checked by verifying their values using formulas based on other extracted values. On this page, you can find the forms used for these automatic calculations. You can always verify the formula used by hovering over the info icon.
**Note:** The info icon is only visible if a value has been extracted for the corresponding field. ## Formulars for automatic checks: ### Net amount: ``` Net amount = Tax amount * 100 / Vat rate ``` ### Vat rate: ``` Vat rate = Tax amount * 100 / Net amount ``` ### Tax amount: ``` Tax amount = Net amount + Vat rate / 100 ``` ### Net amount reduced: ``` Net amount reduced = Reduced Tax amount * 100 / Vat rate reduced ``` ### Vat rate reduced: ``` Vat rate reduced = Reduced Tax amount * 100 / Net amount reduced ``` ### Tax amount reduced: ``` Tax amount reduced = Reduced Tax amount + Vat rate reduced / 100 ``` ### Total net amount: ``` Total net amount = Net amount + Reduced Tax amount + Net amount free ``` ### Total net amount US: ``` Total net amount US = Net amount + Shipping charges + Misc. charges + Additional amount ``` ### Total tax amount: ``` Total tax amount = Tax amount + Reduced Tax amount + Tax amount free ``` ### Total amount: ``` Total amount = Net amount + Tax Amount ``` **Note:** If the extracted value and the validated value do not match, the document cannot be processed further. An **Amounts Mismatch** error will appear for the corresponding field. # Fuzzy Data ### **Overview** Fuzzy Data fields allow users to populate related fields based on approximate matches from master data. These fields are identified by a **blue icon** next to them.
Fuzzy Data Field Icon
### **Functionality** #### **What Do Fuzzy Data Fields Do?** * They populate related fields based on their value or input. * The three standard fields using Fuzzy Data are: * **Purchase Order** * **Supplier** * **Vendor ID** #### **Using Fuzzy Data Fields** 1. **Selecting a Purchase Order** * Clicking the **blue icon** next to the Purchase Order field opens a **selection window**.
Fuzzy Data Selection Window
* This window contains a table with all purchase orders from the **master data lookup table**. * Enabling the **"Display all columns"** option shows additional details. * Select a **Purchase Order** and click **Proceed**: * If the system finds a Purchase Order in the document, it filters for it automatically. * If no match is found, you can **create custom filters** to find the correct Purchase Order. * Multiple filters can be added; enabling **"Match all filters"** ensures that all conditions must be met. * Available filter options: * **Smart** * **Contains** * **Exact** * **Starts with** * **Ends with** * A button next to **Proceed** allows users to **create a new task/notification**. 2. **Selecting a Supplier or Vendor ID** * The process is the same as for Purchase Orders. * The difference is that **Supplier and Vendor ID fields use the Supplier Master Data Table** instead of the Purchase Order Header Master Data Table. #### **Field Population Hint** * If a field is populated using Fuzzy Data rather than being extracted from the document, a **small hint or info icon** appears to indicate that the data was **not extracted from the document** but filled based on master data. ### **Administrator Configuration** {% content-ref url="/pages/CKwzZsqd3KhlNuIyXLhM" %} [Fuzzy Data Configuration with Master Data](/administration-and-setup/setup/document-types/fuzzy-data-configuration-with-master-data) {% endcontent-ref %} {% content-ref url="/pages/3M4aw7OUcF1VAFB2uqV7" %} [Fuzzy Data Configuration with List of Values](/administration-and-setup/setup/document-types/fuzzy-data-configuration-with-list-of-values) {% endcontent-ref %} {% embed url="" %} # QR Codes {% embed url="" %} # Keyboard Shortcuts ### Field Validation Shortcuts When working within the field validation section, users can utilize these shortcuts: * **Enter** – Moves the cursor to the next field in the validation sequence. * **Tab** – Validates the current field and automatically jumps to the next field that requires validation, skipping already validated fields. * **ESC** - Takes you back to the Dashboard. * **Control + K** – Opens the keyboard shortcut menu specific to the field validation section. * **Control + H** – Opens the documentation page for more information and assistance. * **Space** – Toggles a checkbox selection, allowing users to quickly mark or unmark options. * **Control + G / Alt + G** – Moves the focus to the next group of related fields, helping navigate structured input sections efficiently. * **Control + F** – Moves the cursor to the first field in the first group, allowing users to quickly return to the beginning of a form. * **Control + S / Alt + S** – Saves the document, ensuring all entered data is stored. * **Options + R / Alt + R** – Rejects the document, marking it as invalid or requiring further review. * **Control + T / Alt + T** – Jumps directly to the table section of the document. * **Control + plus (+) / Alt + plus (+)** Creates a new Table Line. # Troubleshooting # Missing Text in OCR Extraction ## **Issue** In some cases, text may appear to be missing in the **OCR View**, which prevents it from being extracted using the extraction feature.
To verify this, click the **OCR View** button in the toolbar on the right. If the text does not appear there, it means it is not available for extraction.
## **Cause** The most likely cause is that the text you’re trying to extract is part of an image (e.g. a logo or scanned section) within the document.\ When the E-Text feature is enabled, text that appears on images or logos is not included in the extracted text layer. As a result, this text cannot be accessed or extracted through standard extraction logic. ## **Fix** To resolve this issue, disable the E-Text feature—either for the [specific supplier](#disable-e-text-for-a-specific-supplier) or for the [entire organization](#disable-e-text-for-the-entire-organization). Once E-Text is deactivated, DocBits will rely solely on OCR, which is capable of extracting text from images and logos within the document. ### **Disable E-Text for a Specific Supplier** 1. Open a document from the specific supplier in the **Field Validation**. 2. Click the three-dot menu in the toolbar on the right.
3. Uncheck **Use E-Text if available**.
4. Click **Confirm** to restart processing for the document.
### Disable E-Text for the Entire Organization 1. Go to **Settings → Document Processing → OCR Settings**.
2. Under **General OCR Settings**, uncheck the option **Use E-Text if available**.
# Purpose and Use ## Overview: The validation screen in DocBits is designed to verify the accuracy and completeness of data contained within documents before they are processed or saved. This functionality is crucial for ensuring that all data is correctly read and processed, thereby maintaining data integrity and quality.
## Detailed Description of the Validation Screen's Purpose and Use ### Purpose of the Validation Screen * **Ensuring Data Quality**: The validation screen checks the accuracy and completeness of extracted data to prevent the entry of incorrect or incomplete information. * **Data Integrity**: It ensures that the data complies with specified requirements and standards. * **Error Prevention**: By facilitating early detection and correction of errors, the validation screen helps mitigate potential issues during subsequent data processing. * **User Friendliness**: The system provides immediate feedback to users when errors or inconsistencies are detected, allowing for prompt corrections. * **Compliance**: The validation screen helps ensure adherence to legal and organizational regulations and standards. * **Efficiency**: It reduces the effort required for future corrections and minimizes the need for manual checks. ### Using the Validation Screen * **Automatic Data Extraction**: * **Optical Character Recognition (OCR)**: Automatically reads text from scanned documents or images. * **Structured and Unstructured Data**: Processes data from various document types, including forms, invoices, and contracts. * **Checking and Validating Data**: * **Format Validation**: Ensures that data is in the correct formats (e.g., date formats, phone numbers, email addresses). * **Required Fields**: Confirms that all mandatory fields are completed. * **Range Checking**: Validates numeric data to ensure it falls within specified limits. * **Consistency Checking**: Verifies that related data fields contain consistent information (e.g., ensuring start and end dates align). * **User Interaction and Troubleshooting**: * **Error Messages**: Displays clear and actionable error messages when data does not meet validation requirements. * **Manual Review and Correction**: Allows users to manually review and amend data when automatic validations fail. * **Data Cleaning and Standardization**: * **Automatic Correction**: Suggests or performs automatic corrections when errors are detected. * **Data Formatting**: Standardizes data formats to ensure consistency across datasets. * **Security and Access Rights**: * **Input Filters**: Protects against malicious inputs through robust validation and filtering mechanisms. * **Access Control**: Ensures that only authorized users can access and modify sensitive data. * **Data Consistency**: * **Cross Validation**: Checks for consistency among related data fields (e.g., validating that start and end dates align). * **Duplicate Entries**: Prevents duplicate entries within the database. * **User Guidance**: * **Error Messages**: Provides specific and understandable error messages when entries do not comply with requirements. * **Help and Hints**: Offers help texts or tooltips to assist users in entering data correctly. In summary, the validation screen in DocBits is instrumental in ensuring the quality of extracted data, facilitating early error detection and correction, and enhancing the overall efficiency of data processing workflows. # Purchase Order Matching Screen ## Overview In the **Purchase Order Matching** screen, you can compare the line items extracted from your document with those stored in the **Infor system**, using the purchase order number as the reference. You can: * **Immediately identify** any differences between extracted and stored data * **Set tolerances** to allow acceptable deviations * **Ignore specific statuses** from Infor, if necessary * **Approve and export** the document after a successful match * **Reject** the document if the data does not meet the required validation criteria This page will guide you through the purchase order matching process and explain all related functionality available in this section. ## Tools in the Purchase Order Matching Screen At the top of the Purchase Order Matching screen, you’ll find several tools—such as **Save**, **Auto-Match**, **Export**, and others—that assist with the matching process.\nA detailed description of each tool and its functionality can be found [here](/end-user-and-partner-section/end-user-section/purchase-order-matching/purchase-order-matching-tools).
## Filter and Add Purchase Order Numbers You can search for specific purchase order numbers by entering the number into the search field.\nFor more refined filtering, click the icon on the right side of the search bar to select specific criteria for your search.
The following filter options are available to help you refine your search for purchase orders: * **Keyword** – Filter by purchase order numbers. * **Supplier** – Filter by supplier name or ID. * **After Date** – Show purchase orders created after a specific date. * **Before Date** – Show purchase orders created before a specific date. * **Minimum Order Amount** – Filter by minimum order value. * **Maximum Order Amount** – Filter by maximum order value. * **Sort By** – Select the attribute to sort the results (e.g., date, amount). * **Sort Direction** – Choose the sort order: ascending or descending. * **Number of Records to Display** – Define how many results should be shown per page. * **More** – Additional filtering options include: * **Delivery Number** * **Packing Slip Number** * **Item ID** After configuring your filters, click **Apply** to apply them or **Clear** to reset all filter settings. The matching purchase orders will be displayed based on the applied filters.\nYou can either: * Adjust the filters and search again, or * Double-click on a purchase order entry to add it to the Purchase Order Matching screen.
## Select Purchase Order Numbers and Rearrange Columns You can switch between individual purchase orders to view their respective line items by clicking on the purchase order number at the top of the table. You can also rearrange the columns within each purchase order view by simply dragging and dropping them into your preferred order.
To permanently hide specific columns, use the [**Set PO Table Columns for Organizations**](#set-po-table-columns-for-organizations) feature. ## Set PO Table Columns for Organizations You have the option to hide or show specific columns in the purchase order table by clicking the column settings icon (shown below).\nThis setting is available in both the **Purchase Order Matching** screen and the **Advanced Purchase Order Search** menu.
Additional details can be found [here](/end-user-and-partner-section/end-user-section/purchase-order-matching/purchase-order-matching-tools#set-po-table-columns-for-organization). ## Re-Sync purchase order number with Infor To resynchronize the data in **DocBits** with the data from **Infor**, click the **refresh button** next to the purchase order number above the table.
If your matching process is based on the **Received Delivery Open Quantity** attribute, you also have the option to perform a **manual synchronization**, as described in detail [here](/end-user-and-partner-section/end-user-section/purchase-order-matching/purchase-order-matching-tools#sync-data).
## How to match? To match a purchase order line item with a line item extracted from the document, you have three options: 1. **Drag and Drop**\n Drag the desired purchase order line item and drop it onto the corresponding line item in the extracted table. 2. **Right-Click and Connect** * Right-click the purchase order line item you want to match and select **Select for match**. * Then, right-click the corresponding line item in the extracted table and select **Connect**. 3. **Auto Match** Click the **Auto Match** button to let the system automatically attempt to match all line items based on the extracted and purchase order data.
You can also select **multiple purchase order lines** and match them to a **single line** in the extracted table. For more details, click [here](#multi-matches). ## Which columns are being matched? The Purchase Order Matching process matches only specific columns. The list below outlines which columns are matched, if available. If no [tolerance](#accept-tolerances) is set, the columns will only match if they are an exact (100%) match. * [Quantity](#quantity) (Quantity | Received Quantity | Received Delivery Open Quantity) * Unit Price * Purchase Order Number * Item Number/Supplier Item ID * Promised Delivery Date ### Quantity You have three options for matching the quantity. * Quantity * Received Quantity * Received Delivery Open Quantity You can set this option in **Settings → Global Settings → Document Types → More Settings → Purchase Order Section → Purchase Order** The selected quantity option determines which **Purchase Order quantity column** is used for comparison during the matching process. ## **Consumed PO Line Status** This feature adds color coding to PO lines, making it easier to identify their matching status at a glance.\nMore information is available on the [**Consumed PO Line Status**](/administration-and-setup/settings/global-settings/document-types/more-settings/purchase-order/consumed-po-line-status) settings page.
Consumed PO Line Status Indicator
## **PO Shipment Order Section** This section provides a visual overview of how much has been delivered and invoiced for each PO item.\nIt helps track invoicing progress using quantity values and a progress bar.
More details can be found on the [**PO Shipment Order Setting**](/administration-and-setup/settings/document-processing/module/po-shipment-order-setting) page. ## Accept Tolerances You can specify acceptable tolerance levels during the matching process.\nBy default, only exact (100%) matches are considered valid. If tolerances are configured in the system settings, you can adjust them for the allowed attributes directly in the **Extracted Table** under the **Actions** column.
For more information on configuring and using tolerances, see the [detailed documentation](/administration-and-setup/settings/global-settings/document-types/more-settings/purchase-order/purchase-order-tolerance-settings-additional-purchase-order-tolerance). ## Discounts If discounts are present in your extracted table, they will be automatically applied to the **unit price** before matching—except when using [multi matches](#multi-matches). More information on discounts can be found [here](#discounts). ## Disable statuses You can exclude specific lines with certain statuses from being matched. For more information, refer to the [detailed documentation](/administration-and-setup/settings/global-settings/document-types/more-settings/purchase-order/purchase-order-disable-statuses). ## Verify matched lines Several indicators are available to help you verify whether a line item has been successfully matched or not. ### Purchase Order Table
* This icon indicates that the purchase order line item has been successfully matched.
* This icon indicates that the purchase order line item contains a mismatch.
### Extracted Table from the Document * This icon indicates that the line item has been successfully matched. You can hover over the icon to highlight the corresponding purchase order line.
* This icon indicates that the line item contains a mismatch. You can hover over the icon to highlight the corresponding purchase order line and view the columns where mismatches occur.
## Multi Matches Multi-matching allows multiple lines from one table to be matched against a single line in the corresponding (opposite) table.
This feature is particularly useful for scenarios where details are split across several line items. ### Matching Criteria Lines will be considered a match if the following aggregated conditions are met: * **Unit Price**:\n The average unit price of the multiple lines is calculated and compared against the unit price in the opposite table. * **Quantity**:\n The sum of the quantities across the matched lines must match the quantity in the opposite table. * **Additional Requirements**:\n Any additional [matching criteria](#which-columns-are-being-matched) must also be satisfied. If a single line item is matched to multiple lines, you can view detailed information by clicking the plus (+) icon next to the respective line item. This expands the view to show all matched entries, helping you verify and manage multiple matches effectively.
## Remove PO Connections To remove a connection between a purchase order line item and an extracted line item, simply click the **X** icon next to the matched pair.\nOnce removed, the connection is canceled, and the line item becomes available for matching again.
## Calculation Below the table containing the information extracted from your document, you can find simple calculations to verify whether the total bookings match.
PO Matching Calculation Summary
### Recorded bookings: The recorded bookings value is derived from the net amount extracted from the document. ``` Recorded bookings = Total net amount (extracted from the document) ``` ### Matched total: This value is calculated by summing the **Unit Price** × **Quantity** for all line items that successfully matched with the line items from the purchase order number. ``` Matched Total = Sum of (Unit Price × Quantity) for all matched line items ``` ### **Charges:** Any applicable charges will be included in this section if present.\nFor more details, refer to the [detailed documentation](/administration-and-setup/settings/document-processing/classification-and-extraction/table-extraction-for-costing-element). ``` Charges = Costing element ``` ### Unsettled amount: The resulting difference is displayed here and is calculated as follows: ``` Unsettled amount = Recorded bookings - Matched total - Costing element ``` ## Viewing the Document for Validation On the right side of the **Purchase Order Matching** screen, you can view the document to assist with validation.
**Document Viewer Toolbar Features:** * Scroll through the document pages to review content. * Click the file name to open the full validation screen. * Enter a page number and press Enter to jump directly to that page. * Use the plus (+) and minus (–) buttons to zoom in or out of the document. * Click the button on the far right to open the document in a separate window, which is especially useful when working with multiple screens.
## Saving Changes: To save your changes, click the **Save** button in the toolbar.\nIf you leave the page without saving, all progress made during the matching process will be lost.
## Exporting the Document After matching all line items and validating their correctness, you can export the document by clicking the **Export** button in the toolbar. * Clicking the small arrow next to the **Export** button reveals all available export options. * Clicking **Export** directly will trigger the default export option (the first one in the list).
# Purchase Order Matching Tools ## Overview To the right of the search bar, you’ll find several useful tools related to the purchase order matching process.\ This page provides a detailed explanation of each tool and its functionality.
## Help Use this button to navigate to the documentation page for the Purchase Order Matching section.
## Keyboard shortcuts Use this button to display all keyboard shortcuts for the dashboard. Detailed explanations for each shortcut can be found [here](/end-user-and-partner-section/end-user-section/purchase-order-matching/keyboard-shortcuts).
## Turn on/off training mode This button allows you to activate or deactivate Training Mode.
When **Training Mode** is enabled, you can create exact copies of purchase order line items in the extracted table.\ This feature is designed to help you practice and better understand how the purchase order matching process works in a safe, test environment. To create a copy, simply drag and drop a purchase order line item into the extracted table. ## Auto Accounting Click this button to be redirected to the Auto Accounting section.
**Note**: This feature is only available if **Auto Accounting** is activated for your organization. ## Tasks Click this button to be redirected to the task section related to the document you are currently working on.
## Create task Use this button to create tasks directly related to the current document.
To create a valid task, you must enter a name, provide a description, and assign it to a user or group. Optionally, you can mark the task as notification-only, set its priority (Low, Medium, or High), define its status, and specify a deadline.
## Auto PO match Click this button to automatically perform the Purchase Order matching.
## Save Click this button to save the matched Purchase Order lines.
## Sync Data Click this button to manually synchronize data for a specified Purchase Order number between DocBits and Infor.
You need to provide a valid Purchase Order number, then select which of the available options you want to synchronize. After that, you can proceed to synchronize your data.
**Note**: This feature is only available if your matching process is based on **Received Delivery Open Quantity**.\ You can change this setting by navigating to:\ **Settings → Global Settings → Document Types → More Settings → Purchase Order Section → Purchase Order**. ## Export Click **Export** to export the document after completing the PO matching process.\ If multiple export options are available, the first option will be used by default.\ To view and select from all available export options, click the small arrow next to the Export button.
## Auto Export if PO matched 100% If enabled, documents are automatically matched and exported when the purchase order number exactly matches the information extracted from the document.
## Set PO Table Columns for Organization
Click this button to open a menu where you can manage the visibility of columns in the purchase order table.\ Use the checkboxes and arrow buttons to move columns between the **Visible** and **Hidden** sections.\ You can also reorder columns by dragging and dropping the column names.\ Click **Done** to save your changes.
# Discounts ## **Overview** If your extracted table contains the **Discount** or **Discount Percentage** column, **DocBits** will automatically apply the corresponding discount to the Unit Price during processing in the [**Purchase Order Matching screen**](/end-user-and-partner-section/end-user-section/purchase-order-matching). ## Exceptions Discounts will not be automatically applied when the multi-match feature is used. More information about the multi match feature can be found [here](/end-user-and-partner-section/end-user-section/purchase-order-matching#multi-matches). ## Discount Calculation When a **Discount** is present, the discounted unit price is calculated by subtracting the discount amount from the unit price: ``` UNIT_PRICE_DISCOUNTED = UNIT_PRICE - DISCOUNT ``` ## Discount Percentage Calculation When a **Discount Percentage** is present, the discounted unit price is calculated using the following formula: ``` UNIT_PRICE_DISCOUNTED = UNIT_PRICE * (1 - DISCOUNT_PERCENT / 100) ``` ## Rounding All discounted unit price results are rounded to four decimal places for consistency in downstream processing. # Automatic Purchase Order Data Matching Docbits is an advanced system designed to automate the matching of purchase order data (POs) with incoming invoice documents. This tool is specifically designed for efficient management and processing of invoice data within ERP systems. This documentation explains the basics of automatic matching through Docbits and defines the specific rules required for successful matching.
## **Fundamental Principles of Auto Matching in Docbits** **Data Extraction:** Docbits begins the process by extracting relevant data from digitized invoice documents. Typically, this data includes item numbers, quantities, and unit prices of each invoice line. The precision of this extraction is crucial, as it forms the basis for the subsequent matching process. **Comparison with PO Data:** The extracted data are compared with the corresponding information in the stored purchase orders. Docbits checks whether the item numbers, quantities, and prices match those in the POs. For a successful match, the data in the invoices must correspond to the data in the purchase orders, considering defined tolerance thresholds. **Automatic Matching:** Based on the comparison results, Docbits performs the matching. The system verifies whether the matching criteria fall within the set tolerance limits. If these criteria are met, the match is considered successful. **Reporting:** After completing the matching process, Docbits generates reports that show the status of the matches. These reports inform about successfully matched invoices and identify those with discrepancies. ## **Definition of Matching Rules** **Item Number:** The item number on the invoice must exactly match the item number in the purchase order. There is no tolerance for deviations in item numbers. **Quantities:** The quantity of goods delivered on the invoice may vary within a predefined tolerance range. Typically, a tolerance of ±5% might be acceptable to account for minor differences in delivery quantities. **Prices:** Price deviations are tolerable up to a set threshold. A common tolerance might be ±2% of the price to accept slight differences in price statements that arise from rounding differences or currency fluctuations. ## **Match Status:** * **Full Match:** All data points (item number, quantity, and price) are within the set tolerance limits. * **Partial Match:** One or more data points deviate outside the tolerance limits, but the deviations are minimal and require manual review. * **No Match:** Significant deviations in one or more data points that require immediate correction or further investigation. The precise definition of these rules and the setting of tolerance limits are crucial for the efficiency of the automatic matching and the reduction of manual interventions. Docbits allows for flexible configuration of these parameters to meet the needs of various businesses and industries. # Supplier Item Number Map ## **Overview** This feature helps you manage and reconcile item numbers between your system and your suppliers. Often, the item numbers you use internally may not match the item numbers your suppliers use. Docbits makes it easier to handle these discrepancies by creating a mapping between your item numbers and those of your suppliers.
Supplier Item Number Map Interface
## **How It Works** {% embed url="" %} 1. **Manual Matching:** * The first time you encounter a discrepancy between your item number and your supplier's item number, you need to match them manually. * You can do this by entering the correct supplier item number corresponding to your internal item number. 2. **Automatic Matching:** * Once you have manually matched an item number with its supplier's item number, Docbits remembers this mapping. * The next time the same item appears, Docbits will automatically match it based on the stored mapping, saving you time and reducing errors. ## **Interface Breakdown** * **Supplier ID:** The unique identifier for the supplier. * **Item Number:** Your internal item number for the product. * **Supplier Item Number:** The corresponding item number used by the supplier. * **Action:** Options to manage the mappings, such as deleting incorrect mappings. {% hint style="info" %} See here the [Admin Section](/administration-and-setup/settings/global-settings/document-types/more-settings/purchase-order/supplier-item-number-map-admin-documentation) as well {% endhint %} ## **Benefits** * **Efficiency:** Reduces the need for repeated manual entry, making the process faster. * **Accuracy:** Minimizes errors by ensuring that item numbers are correctly matched. * **Convenience:** Simplifies the workflow by automating the matching process after the initial manual entry. # Keyboard Shortcuts The PO matching screen has dedicated shortcuts to streamline the matching process: * **Tab** – Moves between different menu points on the sidebar, allowing quick navigation without clicking. * **Control + M** – Moves between the buttons available in the PO matching section, helping users efficiently navigate action options. * **Enter** – Selects or clicks the currently focused button, confirming actions without needing to use the mouse. * **Control + H** – Opens the documentation for PO matching, providing immediate access to assistance. * **Control + K** – Opens the keyboard shortcuts menu, displaying all available shortcuts for this section. * **Control + D** – Enables or disables the purchase order training mode, allowing users to switch between normal and training modes. * **Control + A** – Performs automatic purchase order matching. * **Control + S** – Saves the document, ensuring all modifications are stored properly. * **Control + R** – Rejects the document, marking it for revision or additional verification. * **Control + E** – Exports the document, generating an export file based on the applied settings. * **Control + F** – Opens the purchase order search function, allowing users to quickly locate specific purchase orders. * **Control + P** – Selects the first row of the purchase order lines, making it easy to begin working with order data. * **Control + L** – Selects the first row of the invoice lines, allowing quick access to invoice details. * **Control + Left Click** – Selects or unselects rows of the purchase order, enabling flexible selection of multiple entries. * **Control + C / Alt + C** – Selects purchase order rows to begin mapping to invoice lines, setting up the mapping process. * **Control + V / Alt + V** – Maps the selected purchase order lines to the invoice lines, linking data efficiently. * **Option + Shift + Left Click** – Selects all purchase order lines between the first selected and the last selected row, simplifying the bulk selection process. # Accounting for Cost Invoice and Indirect Sales ## Introduction Welcome to the Accounting for Cost Invoice and Indirect Sales module! This module is designed to help you efficiently manage and reconcile your financial transactions within your ERP system. With features like automatic data extraction, document matching, and detailed tracking, you can ensure that your financial records are accurate and up-to-date.
Accounting Module Overview Interface
## Getting Started To start using the accounting module, make sure you have the necessary permissions set up by your system administrator. You will need access to both the cost accounting and sales accounting modules within the ERP system. ## System Requirements * Access to the cost accounting and sales accounting modules within the ERP system. * Appropriate user permissions for viewing and processing financial documents. ## Key Features 1. **Automatic Data Extraction**: Automatically extracts and interprets data from digital invoices and other documents. 2. **Data Comparison**: Compares extracted invoice data against existing purchase order data. 3. **Match Verification**: Verifies matches based on predefined rules and tolerances. 4. **Discrepancy Reporting**: Identifies and reports any discrepancies between invoices and purchase orders. 5. **Audit Trail**: Maintains a log of all actions for compliance and review. 6. **Document Training**: Train the system to recognize new documents with minimal effort, typically only once. 7. **Amount Splitting**: Split amounts by department for detailed financial tracking. 8. **Ledger Account Definition**: The APS (Accounting and Procurement System) team can define the ledger account once the data is extracted. ## User Interface The accounting module interface typically includes the following components: * **Dashboard**: Overview of invoice and sales status, and recent activity. * **Search and Filter Tools**: Capabilities to search and filter invoices and sales records. * **Matched Records**: Section displaying successfully matched records. * **Discrepancies**: Section showing records with discrepancies needing review or action. * **Reports**: Access to detailed reports and export options. ## Step-by-Step Guide to Using the Accounting Module ### 1. Access the Accounting Module Navigate to the accounting module from the main menu of your ERP system. ### 2. Import or Access Invoices * **Automated Import**: If your system is set up for automated data capture, invoices will be imported automatically into the system. * **Manual Upload**: If necessary, manually upload invoice files into the system using the provided interface. ### 3. Review Automatically Matched Invoices * Review invoices that have been automatically matched with purchase orders. * Verify the details of the match, including item numbers, quantities, and prices. ### 4. Handle Discrepancies * Access the Discrepancies section to review any invoices that could not be automatically matched. * Manually adjust quantities or prices as needed, or flag the invoice for further review. ### 5. Manual Matching For invoices not automatically matched: * Use the search and filter tools to find the corresponding purchase order. * Manually verify and match the invoice to the purchase order. ### 6. Train the System * For new document types, train the system to recognize them by providing a sample. * Typically, you only need to train the system once for it to accurately recognize similar documents in the future. ### 7. Record Bookings * Navigate to the "Line items" tab to view and record bookings for each invoice. * Allocate the amounts to the appropriate accounts, cost centers, and dimensions specific to Infor LN/M3. #### **Example: Booking a Cost Invoice** 1. **Select Line Item**: Choose the line item for the cost invoice. 2. **Assign Account**: Assign the appropriate account, such as "71200 - Non-Operating Expense". 3. **Set Dimensions**: Set additional dimensions like cost center, product group, and project. 4. **Split Amount**: If necessary, split the amount by department for more detailed tracking. 5. **Enter Amount**: Enter the amount for the line item. ### 8. Define Ledger Accounts * Once the data is extracted, the APS team can define the ledger accounts. * This ensures that each transaction is recorded under the correct account for accurate financial reporting. ### 9. Generate Reports * Access the "Reports" section to generate detailed reports on financial transactions. * Use export options to save reports for further analysis or record-keeping. ### Example Usage 1. **Uploading Documents**: Users can upload various documents (invoices, delivery notes, etc.) to the system. 2. **Automatic Matching**: The system automatically matches the uploaded documents with existing purchase orders. 3. **Reviewing Matches**: Users can review the matches, verify details, and see status indicators. 4. **Resolving Discrepancies**: Any mismatches or discrepancies are highlighted for the user to manually review and correct. 5. **Exporting Data**: Matched data can be exported for further processing or record-keeping. # How to Import Documents {% embed url="" %} DocBits Import Tutorial: Upload Documents, Drag & Drop + Manual vs Automatic Classification {% endembed %} A guide to uploading documents to DocBits. # Manual Import If you’re looking to import documents manually into DocBits, follow these simple steps: {% embed url="" %} DocBits Import Tutorial: Upload Documents, Drag & Drop + Manual vs Automatic Classification {% endembed %} * Click on the Upload button on the DocBits Dashboard. * A window will appear where you can upload your documents via file browser or drag and drop. You can upload up to 10 documents at once. * To upload documents via file browser, click on the Upload Documents button and select the files you want to upload. Once you’ve selected the files, click on Confirm to start the upload process. * Alternatively, you can drag and drop your files onto the DocBits import window. * After the files have been uploaded, they will have the initial status of “Running”. During this time, the upload is being processed and editing the file is not possible. The processing time may vary depending on the size and complexity of the file. * Once the file has been processed, it will receive the status of “Ready For Validation”. You can now start the validation process.
# Webhook With the Webhook API provided below, you can easily transfer documents directly to DocBits with a simple POST request. This API is designed to simplify the process of uploading files to DocBits, and all the necessary parameters are already filled in for you. To get started, simply go to the following page (depending on the environment you are using): PROD: SANDBOX: STAGE: Make a call to the API using your API key. You can also include the file you want to upload as a parameter in your call. # Error ## Overview If an error occurs during your document workflow, the document will enter the **Error** status. When this happens, you can click on the document to: * View critical details explaining why the error occurred * Add notes to the document * Print or download the document This allows you to diagnose issues and take appropriate actions without losing access to the document itself. This page provides an overview of the tools available to help you review and manage documents in the **Error** state. ## Error Details On the right side of the document view, you will find the **Error Message**, which provides a brief description of what went wrong.\ Below the error message, the **Exception** is displayed, showing where the error occurred in the code. This information is useful for troubleshooting and should be included when reporting the issue to support.
## Editing Options On the left side of the page, your document is displayed along with several tools for interaction and review.
### **Left Toolbar Options**
The toolbar on the left side of the page provides tools to interact with the document: * **Toggle Thumbnail View**\ Show or hide the sidebar that displays all document pages as thumbnails for easy navigation. * **View the Document ID**\ Helpful when reporting an issue—include this ID in your support request. * **Track Current Page and Zoom Level**\ See which page you're viewing and at what zoom percentage. * **Fit to Height or Width**\ Adjust the document display to fit either the height or width of the viewer. * **Rotate the Document**\ Rotate the document for easier viewing of scanned or sideways content. * **Add Notations**\ Annotate the document with comments or highlights. * **Undo or Redo Actions**\ Quickly reverse or reapply recent actions. *** ### **Right Toolbar Options**
The toolbar on the right side of the page offers additional functionality: * **Download the Document**\ Save the document to your device, with or without annotations. * **Print the Document**\ Send the document to a printer, including visible annotations. * **Switch Viewing Modes**\ Change between different display styles or reading modes. * **View Document Properties**\ Access metadata such as file name, type, size, and creation date. ## How to Proceed Further If a document enters the **Error** state, you have several options to continue: **1. Restart the Document** In many cases, restarting the document can resolve the issue and allow processing to resume. * To restart the document: 1. Click the three dots in the **Actions** column. 2. Select **Restart** from the menu.
**2. Contact Support** If the error persists after restarting, you can contact our support team for further assistance.\ Please provide as much information as possible to help our team resolve the issue efficiently (e.g., document ID, error message, actions taken). Instructions for submitting a support ticket can be found [here](/end-user-and-partner-section/end-user-section/ressources-and-support/user-support). # Technical Support in DocBits ### Technical Support in DocBits ### **Help Icons** Help icons have been placed all around DocBits in order to assist you in learning and understanding what a feature really does and how it can assist you with your document processing. These help icons look as follows ### **Create a Ticket** This is a tool available to you, on the validation screen, in the event of some sort of issue occurring when validating your document in DocBits. This feature is located in the menu above the document preview area, like below Once clicked, the following ticket form will be displayed to you. This is where you will fill in your details as well as describe the error. You can also ,if applicable, attach a screenshot of the issue and attach a relevant file. # Create a ticket This is a tool available to you, on the validation screen, in the event of some sort of issue occurring when validating your document in DocBits. This feature is located in the menu above the document preview area, like below ![](https://lh7-us.googleusercontent.com/wgH8UDoDmtxAwaFoO3NUQM9NIQyINnNenBFMe4b_mKfnx7LrJA_8dPbKLoTNvHhHNyznEyy2JDLzoOHW39n1GnTIoBIUgUTCvMVKMPGMYJrFTU6JnqFxjc67j-idDupjbGfMqEwoSgrBPt3mvor1Tds) Once clicked, the following ticket form will be displayed to you. ![](https://lh7-us.googleusercontent.com/DxlkEirrpbtGXs8R6gHD9MtaUqd5mY9L1ya1PdGIwZIHnuoj0wflDML6ZjYzrHxqXos-0uwhMAJI69_zhO92dNWrwAmYpPwAe2C8sHvo0Tf8f8PG7SktBv4JiY6QfxxDNtO55S3xmQsze48ZophpDPc) This is where you will fill in your details as well as describe the error. You can also ,if applicable, attach a screenshot of the issue and attach a relevant file. # Help Icons Help icons have been placed all around DocBits in order to assist you in learning and understanding what a feature really does and how it can assist you with your document processing. These help icons look as follows
# Debug Collector The Debug Collector captures a complete snapshot of your DocBits session — network activity, errors, browser environment, and performance metrics — packages it as a JSON report, and (optionally) opens a support ticket directly from the same dialog. ## How to access Press Ctrl + Shift + P on Windows and Linux, or Cmd + Shift + P on macOS. The Performance Report dialog opens immediately.
Debug Collector dialog

The Performance Report dialog shows the captured snapshot and a built-in support ticket form.

## What gets captured * **API calls** — the last 60 REST and WebSocket calls, with timing, status codes, and the URLs that were hit. Calls slower than two seconds are flagged separately. * **Errors** — recent JavaScript errors and unhandled promise rejections from the browser console. * **Console logs** — the most recent log messages from the application. * **Environment** — browser version, operating system, screen size, and active feature flags. * **User context** — your role, organisation, and the page you were on when the snapshot was taken. * **Performance metrics** — page load timings (LCP, FCP), memory usage, and DOM size. * **Trace IDs** — correlation IDs that link the snapshot to backend log entries. ## Creating a support ticket from the dialog You don't need to download or attach anything manually — the dialog has a **Create Support Ticket** form built in. 1. Fill in your email, leave the suggested subject or replace it, pick a priority, and add any notes that explain what you were doing when the issue happened. 2. Click **Send Report**. The JSON snapshot is attached and the ticket is created in one step. That's it — support receives the ticket with all the data needed to reproduce. If you want a local copy of the snapshot, use **Copy Debug Data** to copy the JSON to your clipboard, or your browser's Save As to keep the report as a `.json` file. ## Privacy and data handling * Authentication tokens and sensitive headers are redacted from captured API calls before the snapshot is built. * Nothing leaves your browser until you press **Send Report** — the shortcut only opens the dialog. Review the snapshot before sending if you were handling documents containing customer data. Document IDs visible in URLs will appear in the report. # Course # Introduction {% embed url="" %} Welcome to the **DocBits** Beginner Course, your comprehensive guide to revolutionizing document management for your business! In today's complex financial environment, managing order confirmations, delivery bills, invoicing, and cost accounting is no small feat. That's where **DocBits** shines. With over 20 integrations and unparalleled compatibility with Infor CloudSuite, LN, and M3, **DocBits** stands apart from other solutions on the market. # Dashboard In this comprehensive video guide, viewers are introduced to the **DocBits** dashboard and its array of functionalities. From filtering and managing open documents to importing attachments via various channels such as email, scanner, or API, the tutorial offers a step-by-step walkthrough. {% embed url="" %} Key features are highlighted, including how to filter documents by status or assignee, locate specific details like invoice numbers, and change the assignee for individual documents. The ease and efficiency of the system are demonstrated, emphasizing the control and customization it offers [users](/administration-and-setup/settings/global-settings/groups-users-and-permissions). The tutorial sets the stage for a deeper exploration of [document validation](/end-user-and-partner-section/end-user-section/validation-screen) within **DocBits**. # Validated Documents In this video, viewers are introduced to **DocBit**‘s user-friendly interface, specifically focusing on document validation. The tutorial emphasizes the simplicity of the system, where no coding or complex formulas are required. {% embed url="" %} Thanks to AI and Swarm Intelligence, most fields are extracted automatically, allowing [users](/administration-and-setup/settings/global-settings/groups-users-and-permissions) to easily extract information by clicking on values within the document. Additionally, viewers learn about the flexibility of extracting specific areas by double-clicking or drawing around the desired region. # AI Table Explore the revolutionary capabilities of **DocBits**, a state-of-the-art document handling tool that simplifies the complexities of table extraction, Purchase Order (PO) matching, and cost invoice management. {% embed url="" %} In this video, we delve into the unique features of **DocBits**, focusing on the AI table extraction that effortlessly handles even the most intricate table layouts. With an accuracy rate of up to 95%, the system automates extraction, allowing you to focus on what truly matters. \\ # Master PO Matching with DocBits Discover in this video how to professionally handle discrepancies during PO matching with **DocBits**. We guide you step by step through what to do when numbers don’t align. Whether you’re an experienced ERP manager or an aspiring financial accountant, you’ll learn how to efficiently and securely manage discrepancies. {% embed url="" %} Learn how our special AI swarm intelligence in **DocBits** leads you through the entire process and how you can use our documentation to quickly find solutions to problems or uncertainties. Join the many satisfied customers who have optimized their processes with **DocBits**. # Our Document Priority System In our document processing system, we handle a large volume of documents from multiple customers daily. To ensure that every customer's documents are processed in a timely manner, we have implemented a sophisticated priority system. This system dynamically adjusts priorities based on the number of pending documents a customer has, ensuring **fairness** and **efficiency**. Let's dive into how this priority system works and when the task counter is reset. **Key Concepts of the Priority System** Our priority system revolves around a few key concepts: 1. **Pending Documents**: This is a count of the documents a customer has submitted but are yet to be processed. 2. **Reset Interval**: The system periodically resets the pending document count to zero to ensure that no customer can monopolize the processing resources indefinitely. **How the Priority is Determined** Here's a step-by-step explanation of how the priority for processing documents is determined: 1. **Tracking Pending Docuemnts**: Each customer has a count of pending documents. This count helps us know how many documents are waiting to be processed for each customer. 2. **Resetting the Count**: To maintain fairness, we reset the pending documents count to zero if a set amount of time (the reset interval) has passed since the last update. This interval is set to 1500 seconds (or 25 minutes) by default. 3. **Updating the Count**: If the reset interval hasn't passed, we reduce the pending documents count by one each time we check, simulating the processing of a document. 4. **Setting Priorities**: The priority for processing tasks is based on the number of pending documents. The fewer the pending documents, the higher the priority, meaning those tasks will be processed sooner. We have specific thresholds to assign priority levels from 1 (highest priority) to 9 (lowest priority). **Priority Levels** The priority levels are assigned based on the pending documents count as follows: * **Priority 9**: If the pending documents count is less than -20 * **Priority 8**: If the pending documents count is less than -14 * **Priority 7**: If the pending documents count is less than -12 * **Priority 6**: If the pending documents count is less than -10 * **Priority 5**: If the pending documents count is less than -8 * **Priority 4**: If the pending documents count is less than -6 * **Priority 3**: If the pending documents count is less than -4 * **Priority 2**: If the pending documents count is less than -2 * **Priority 1**: If the pending documents count is greater than or equal to -2 {% hint style="info" %} In simpler terms, as the number of pending documents increases, the priority level lowers, meaning those documents are processed later compared to others with higher priorities. {% endhint %} **When the Counter is Reset** The pending documents counter is reset to zero if more than the reset interval (**1500** seconds) has passed since the last update. This mechanism ensures that no customer can accumulate pending documents endlessly and hog the system resources. By periodically resetting the counter, we guarantee that every customer gets a fair share of processing time. # Ressources and Support # User Support ### User Support Should you face any challenges or have inquiries when using DocBits, please consult this user manual or reach out to our support team for help. Our commitment lies in providing a seamless experience for all users. Simply click on the support button in your DocBits app and you can create a support ticket.
Support Button Location
Support Ticket Creation Form
You can also contact us via our FELLOWPRO page: {% embed url="" %} Inside the Validation Screen you can directly create tickets for the particular document and include a screenshot of the issue. Simply click on the "Create ticket" button, the support window opens and you can get started immediately.
Create Ticket Button in Validation Screen
Support Window in Validation Screen
{% embed url="" %} # Support Portal Status To give you better visibility into your requests, here’s what each ticket status means and when you’ll see it used: * **New**\ – We’ve received your request and it’s awaiting review. * **Open**\ – Your ticket has been reviewed and queued for action. * **In Progress**\ – DocBits is actively working on your issue. * **Waiting on Customer Response**\ – We need more information or clarification from you. You’ll see this when we’ve asked questions or requested files. * **Waiting for Customer Confirmation**\ – We’ve implemented a fix or provided guidance and are waiting for you to confirm the issue is resolved. * **Waiting on Product Team**\ – Your request is a feature suggestion or involves a known product issue and has been logged for the Product team’s roadmap. * **Closed – Resolved**\ – The issue is fully resolved and confirmed, or no further action is needed. * **Closed – No Response**\ – After multiple follow-ups with no reply, we close the ticket. You can always reopen it by responding. * **Closed – Known Issue**\ – This ticket tracks a known product bug that’s already on our backlog. It’s closed here but remains visible in our internal planning. * **Closed – Logged as Idea**\ – Your suggestion has been noted for future consideration by our Product team. * **Duplicate**\ – We’ve merged this ticket into an existing one covering the same issue. * **Not Planned**\ – This request is valid but isn’t in our current roadmap. We’ll keep it on file for future prioritization. * **Spam**\ – This ticket was identified as non–product-related (e.g. bot or unrelated inquiry) and has been closed. # Partner Section # Invoice Automation Testing with DocBits ## Overview This document outlines the testing plan for invoice automation using DocBits with Infor LN or M3. It includes details of test cases, testing preparation, execution steps, and support processes. ## Testing Cases | ID | Testing Case | Description | Status | | -- | -------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------ | | 1 | Cost Invoices | Invoices with no purchase order are processed successfully in DocBits and exported to LN as “cost invoice”. | TO BE TESTED | | 2 | Purchase Order Related Invoice with Perfect Matching | Purchase order-related invoices are processed successfully in DocBits with a perfect match from invoice to PO, since item number, quantity, and unit price match. | TO BE TESTED | | 3 | Purchase Order Related Invoices with Different Quantity | Purchase order-related invoices are processed in DocBits but in the PO matching module, we have a mismatch on the quantity. | TO BE TESTED | | 4 | Purchase Order Related Invoices with Different Unit Price | Purchase order-related invoices are processed in DocBits but in the PO matching module, we have a mismatch on the unit price. | TO BE TESTED | | 5 | Purchase Order Related Invoices with Different or Non-Existing Item Number | Purchase order-related invoices are processed in DocBits but in the PO matching module, we have a mismatch or a non-existing item number. | TO BE TESTED | | 6 | Purchase Order Related Invoices with a Mismatch within Tolerance | Purchase order-related invoices are processed in DocBits but in the PO matching module, we have a mismatch on quantity or unit price, but it’s within tolerance. | TO BE TESTED | | 7 | Credit Notes | Credit notes are successfully processed in DocBits and exported to LN. Clarify whether amounts should be exported with a positive or negative sign. | TO BE TESTED | ## Plan for Testing with Customer ### 1. Set Up * **Initial Meeting**: Schedule a kickoff meeting with the customer to explain the testing process and objectives. * **Access and Permissions**: Ensure the customer has all necessary access to DocBits and Infor LN or M3 for testing purposes. ### 2. Testing Preparation * **Training**: Provide comprehensive training to the customer’s team on how to use DocBits for invoice processing. * **Documentation**: Share detailed documentation on the testing procedures, including expected outcomes for each test case. ### 3. Execution of Test Cases * **Testing Environment**: Set up a testing environment that replicates the customer's production system as closely as possible. * **Step-by-Step Testing**: Work with the customer to execute each test case, ensuring they understand each step: * Process invoices through DocBits. * Verify the output in the PO matching module. * Check the export results in LN or M3. ### 4. Issue Resolution * **Tracking**: Use a tracking system (like Jira or a simple spreadsheet) to log any issues or mismatches that occur during testing. * **Support**: Provide immediate support to resolve issues and clarify any doubts. ### 5. Verification and Feedback * **Verification**: After each test case, verify the results with the customer to ensure accuracy. * **Feedback Loop**: Collect feedback from the customer on the process and any improvements needed. ### 6. Finalization * **Documentation of Results**: Document the results of each test case and provide a summary report to the customer. * **Review Meeting**: Conduct a review meeting to discuss the testing outcomes and any further steps required before going live. ### 7. Go Live Preparation * **Training Refresh**: Offer a refresher training session if necessary. * **Support Plan**: Develop a support plan for the initial go-live phase to ensure smooth transition. # Settings
Settings Overview

Settings Overview Page

The Settings area is your central hub for configuring DocBits. It is organized into five main sections: ## 1. Organization & Access Manage your company profile and control who can access what. * **Company Information**: Enter your company name, address, tax ID, and other legal identifiers. * **Users**: Add, edit, or deactivate user accounts and assign roles (Admin, System Admin). * **Sub-Organizations**: Create and manage sub-organizations for multi-entity setups. * **Groups and Permissions**: Define user groups and configure granular permissions for each group. ## 2. Document Processing Configure how documents are imported, processed, and exported. * **Documents Expiry**: Set automatic deletion rules for documents (e.g., delete after 48 hours, 1 week, etc.). * **Document Types**: Define and configure the document types DocBits processes (Invoices, Orders, Delivery Notes, etc.), including fields, table columns, scripts, and more. * **Import**: Set up how documents enter DocBits — via email (IMAP/Office 365), FTP, or file upload. Configure file types and page limits. * **Rule Management**: Define conflict resolution rules for invoice-to-PO reconciliation, including tolerance settings and approval workflows. * **OCR Settings**: Configure Optical Character Recognition quality thresholds, E-Text usage, AI OCR version, and table extraction behavior. * **Classification and Extraction**: Set up document splitting, amount formatting, table extraction methods, classification rules, and AI models. * **Lookup Master Data**: Configure how extracted data is validated against master data from your ERP system (e.g., supplier accounts, purchase orders). * **List of Values**: Create and manage predefined value lists used in dropdowns and data validation. * **Export**: Configure how and where processed documents are sent — via Webhook, SFTP, SMB, or Infor integrations (IDM, ION, M3, LN). * **Module**: Enable or disable optional features such as PO Dashboard, Auto Accounting, Supplier Portal, Workflow Builder, QR-Code Extraction, and more. * **Decision Trees**: Build rule-based decision logic using a visual designer. Supports multiple policies (Unique, First, Priority, Collect, etc.). * **Agent Setup**: Create and manage automation agents and communication channels for automated document processing workflows. ## 3. Communication & Notifications Control how DocBits communicates with users and processes incoming emails. * **Email Notification**: Configure email alerts for document processing events and status changes. * **Email Templates**: Create and manage reusable email templates for notifications, organized by document type. * **Email Ingestion**: Configure how incoming emails are automatically classified and converted into documents. Includes rules for classification, field extraction, processing, sender management, and training — organized by document type (Orders, Invoices, Quotes, Delivery Notes, COA, PO Confirm). ## 4. System & Administration Monitor system health, manage integrations, and maintain security. * **Integration & SSO**: Configure API keys for external integrations and set up Single Sign-On (SSO) with identity providers. * **Watchdog**: Set up the Watchdog service for automated document import from local directories. * **Dashboard**: Customize dashboard behavior — filters, export settings, action permissions, and status display options. * **Activity Logging**: View real-time system event logs filtered by severity (Debug, Info, Warning, Error), time range, and service. * **Analytics**: Access detailed analytics dashboards including Logs Analytics, Auth Security monitoring, and API Metrics with Real User Monitoring (RUM). * **Access Audit**: Enable and review audit trails that track all Create, Update, and Delete actions across your organization for compliance and security. * **System Licenses**: View and manage API license information and usage. * **Cache Management**: Configure automatic cache clearing intervals (TTL) for Received Delivery, Purchase Order, and Task/Notification caches. * **Fulltext Search Settings**: Configure full-text search capabilities across your documents and data (requires the Fulltext Search module to be enabled). ## 5. Supplier Settings Configure the Supplier Portal and manage supplier-related workflows. * **Supplier General Settings**: Set up supplier portal invitation fields, configure workflow statuses (Not Invited, Open, Pending Registration, Approved, Rejected), and manage approval settings. * **Email Templates**: Create and manage email templates specifically for supplier communications. * **Supplier Layout**: Customize the layout and appearance of the Supplier Portal. * **Export Configuration**: Configure how supplier data is exported to external systems. * **Supplier Group**: Create and manage supplier groups to categorize and organize your suppliers. * **User and Supplier Group Mapping**: Link internal users to specific supplier groups to control visibility and access. # Getting Around the New Layout This page is a quick orientation to the current DocBits layout — where to find things, how the navigation works, and how to use the new help affordances. Use it as a reference if a screen looks different from what you remember or if you can't immediately find a setting. ## The sidebar The main sidebar lists every section of DocBits you have permission to use. Two ways to control it: * **Mini mode** — click the toggle at the top of the sidebar to collapse it to icons only. Hover any icon to read its label. The sidebar remembers whether you last had it expanded or collapsed. * **Customize** — at the bottom of the expanded sidebar there is a **Customize** entry. Use it to reorder the menu, hide entries you don't use, or pin the ones you open most often. For the full walkthrough of reordering, hiding, and pinning, see [Customizable Sidebar](/end-user-and-partner-section/end-user-section/customizable-sidebar). ## Where settings live now The Settings menu is grouped by intent rather than by data model. If you remember a setting but can't find it, try the matching group below: | Looking for… | Open Settings → | | ---------------------------------------------------------- | ----------------------------------------------- | | Your company name, logo, time zone, app colour | Company & Users → Company Information | | Users, groups, permissions | Company & Users → Groups, Users and Permissions | | API keys, ERP connections, export configurations | Integration | | Document types, fields, scripts, EDI, model training | Document Types | | OCR settings, decision trees, list of values, rule manager | Document Processing | | Access audit, analytics, full-text index, event log | Logging & Search | | Supplier portal, Watchdog | Setup | Page positions inside each group are arranged with the most-used pages near the top. ## Long settings pages — anchor navigation Settings pages that contain many sections (for example Global Settings or a Document Type configuration) show a list of anchor links in the page header. Click an anchor to jump to that section. The URL updates as you scroll, so the link to a specific section can be copied or bookmarked. ## Finding documentation while you work — help icons Most settings pages, dialogs, and tooling screens now show a small **?** icon in the header.
Help icon in a page header

The help icon opens the matching documentation page in a new tab.

Clicking the icon opens the matching page on `docs.docbits.com` in a new tab — no need to search the docs for the right page. The icon respects your selected UI language and opens the localised documentation when one is published; otherwise it falls back to English. ## Signing in The sign-in screen, password reset, and SSO entry points (Microsoft 365, Google, Infor OS) share the same layout as the rest of DocBits. Errors appear directly under the field that triggered them; the password reset and help links live at the bottom of the form. The flow is the same as before — only the layout changed. ## If something feels missing If a page or setting seems to have moved and you can't find it: 1. Open [Global Quick Search](/end-user-and-partner-section/end-user-section/global-quick-search) with Cmd/Ctrl+K and type the feature name — Quick Search indexes every page across the app. 2. Open the [Sitemap](/end-user-and-partner-section/end-user-section/sitemap) at `/sitemap` for the full, filterable catalog. 3. Use the help icon on the closest screen to jump into the documentation. # Global Settings # Company Information
Company Information

Company Information Page

The Company Information page lets you manage your company profile, preferences, and subscription details. It is organized into the following sections: ## Company Information This section contains your core company data, grouped into four areas: ### Company Identity * **Name** *(required)*: The legal name of your company. ### Address * **Street + Number**: Your company's street address. * **Postal Code**: ZIP or postal code. * **City**: City name. * **Country**: Select your country from the dropdown. ### Legal Information * **Company ID**: A unique identifier for your company, used for integrations and internal reference. * **Tax ID**: Your tax identification number for financial reporting. * **Commercial Register ID**: Your commercial register number for legal documentation. ### Contact * **Official Company Phone Number**: The primary phone number for your company. * **E-Mail**: The main email address used for official communications. After entering or updating any fields, click **Save** to apply your changes. ## Company Preferences Configure company-wide default settings: * **Date Pattern**: Choose how dates are displayed throughout DocBits (e.g., `%m/%d/%Y`, `%d.%m.%Y`). * **Amount Formatting**: Select the number format for amounts (e.g., Deutsch for `1.000,00`, English for `1,000.00`). * **New Version Info Dialog**: Toggle whether users see a notification when a new DocBits version is released. Click **Save** after making changes. ## App-Color Customize the primary color of the DocBits interface. This is useful for visually distinguishing different environments (e.g., dev vs. production). * **Color**: Enter a hex color code (e.g., `#2388AE`) or use the color picker. * Click **Save** to apply, or **Reset** to restore the default color. ## Subscription Plan View your active subscription plans and their details: * **Plan Name**: The name of each active plan (e.g., DocBits, DocFlow Users, DocSearch). * **Days Left**: How many days remain until the plan expires. * **Start Date / End Date**: The subscription period. * **Users Count**: Total number of users in your organization. * **Sub Organizations Count**: Number of sub-organizations configured. * **Suppliers Count**: Number of suppliers registered. ## Subscription Usage Monitor your monthly token and workflow consumption: | Column | Description | | -------------------- | ------------------------------------------------ | | **Type** | The usage type (Document or Workflow). | | **From / To** | The billing period dates. | | **Tokens Used** | Number of tokens consumed in the current period. | | **Remaining Tokens** | Tokens still available in the current period. | Use the **Select** button to filter by specific date ranges. --- [Next Page](/llms-full.txt/1)