Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
Loading...
** Globale Einstellungen **:
Firmeninformationen: Grundlegende Details über das Unternehmen definieren und bearbeiten, wie Name, Adresse und andere Identifikatoren.
Gruppen, Benutzer und Berechtigungen: Benutzerrollen und -berechtigungen verwalten, um unterschiedliche Zugriffsebenen auf verschiedene Funktionen innerhalb von Docbits zu ermöglichen.
Integration: Einrichten und Konfigurieren von Integrationen mit anderen Software- oder Systemen, um die Funktionalität von Docbits mit externen Diensten zu erweitern.
Dokumententypen: Verschiedene Arten von Dokumenten festlegen und verwalten, die von Docbits verarbeitet werden, wie Rechnungen, Bestellungen usw.
E-Mail-Benachrichtigung: Einstellungen für E-Mail-Benachrichtigungen und Benachrichtigungen im Zusammenhang mit den Aktivitäten zur Dokumentenverarbeitung konfigurieren.
Dashboard: Das Dashboard mit Widgets und Metriken anpassen, die für die Benutzer wichtig sind.
Dokumentenverarbeitung:
Dokumentenablauf: Regeln festlegen, wie lange Dokumente aufbewahrt werden, bevor sie archiviert oder gelöscht werden.
Import: Konfigurieren, wie Dokumente in Docbits importiert werden, einschließlich Quelleinstellungen und Dateitypen.
OCR-Einstellungen: Einstellungen für die optische Zeichenerkennung (OCR) anpassen, die Bilder von Text in maschinenlesbaren Text umwandelt.
Klassifizierung und Extraktion: Festlegen, wie Dokumente kategorisiert werden und wie Daten aus Dokumenten extrahiert werden.
Stammdaten-Suche: Suchen einrichten, um extrahierte Daten mit vorhandenen Stammdaten zu validieren oder zu ergänzen.
Wertelisten: Vordefinierte Listen verwalten, die bei der Dateneingabe und -validierung verwendet werden.
Export: Konfigurieren, wie und wohin verarbeitete Dokumente und Daten exportiert werden.
Modul: Zusätzliche Module, die konfiguriert werden können, um die Funktionalität zu erweitern.
API-Lizenzen: API-Schlüssel verwalten und die Nutzungstatistiken für von Docbits verwendete APIs überwachen.
Lieferanteneinstellungen: Einstellungen spezifisch für Lieferanten konfigurieren und verwalten, möglicherweise in Integration mit Lieferantenmanagementsystemen.
Cache-Verwaltung: Einstellungen im Zusammenhang mit dem Zwischenspeichern von Daten anpassen, um die Leistung des Systems zu verbessern.
Der Abschnitt Dokumententypen listet alle von Docbits erkannten und verarbeiteten Dokumententypen auf. Administratoren können verschiedene Aspekte wie Layout, Felddefinitionen, Extraktionsregeln und mehr für jeden Dokumententyp verwalten. Diese Anpassung ist entscheidend, um eine genaue Datenverarbeitung und die Einhaltung organisatorischer Standards sicherzustellen.
Liste der Dokumententypen:
Jede Zeile repräsentiert einen Dokumententyp wie Rechnung, Gutschrift, Lieferschein usw.
Dokumententypen können Standard- oder benutzerdefiniert sein, wie durch Bezeichnungen wie "Standard" angezeigt.
Layout bearbeiten: Diese Option ermöglicht es Administratoren, die Einstellungen des Dokumentenlayouts zu ändern, einschließlich der Definition, wie das Dokument erscheint und wo sich Datenfelder befinden.
Dokumentenuntertypen: Wenn Dokumententypen Unterkategorien haben, können Administratoren mit dieser Option Einstellungen konfigurieren, die spezifisch für jeden Untertyp sind.
Tabellenspalten: Passen Sie an, welche Datenspalten angezeigt werden sollen, wenn der Dokumententyp in Listen oder Berichten angezeigt wird.
Felder: Verwalten Sie die mit dem Dokumententyp verbundenen Datenfelder, einschließlich Hinzufügen neuer Felder oder Ändern vorhandener.
Modelltraining: Konfigurieren und trainieren Sie das Modell, das zur Erkennung und Extraktion von Daten aus den Dokumenten verwendet wird. Dies kann das Festlegen von Parametern für maschinelles Lernen umfassen, die sich im Laufe der Zeit mit mehr Daten verbessern.
Regex: Richten Sie reguläre Ausdrücke ein, die zur Extraktion von Daten aus Dokumenten basierend auf Mustern verwendet werden. Dies ist besonders nützlich für die Extraktion strukturierter Daten.
Skripte: Schreiben oder ändern Sie Skripte, die benutzerdefinierte Verarbeitungsregeln oder Workflows für Dokumente dieses Typs ausführen.
EDI (Electronic Data Interchange): Konfigurieren Sie Einstellungen im Zusammenhang mit dem Austausch von Dokumenten in standardisierten elektronischen Formaten.
Firmenname: Der rechtliche Name der Firma, wie eingetragen.
Straße + Nummer: Die physische Adresse des Hauptbüros oder Hauptsitzes der Firma.
Postleitzahl: Die Postleitzahl der Firmenadresse.
Stadt: Die Stadt, in der sich die Firma befindet.
Bundesland: Das Bundesland oder die Region, in der die Firma ansässig ist.
Land: Das Land, in dem die Firma tätig ist.
Firmen-ID: Ein eindeutiger Identifikator für die Firma, der intern verwendet oder für Integrationen mit anderen Systemen genutzt werden kann.
Steuernummer: Die Steuernummer der Firma, wichtig für finanzielle Operationen und Berichterstattung.
Handelsregisternummer: Die Registrierungsnummer der Firma im Handelsregister, die für rechtliche und offizielle Dokumentationen wichtig sein könnte.
Offizielle Firmen-Telefonnummer: Die primäre Kontakttelefonnummer der Firma.
Offizielle Firmen-E-Mail: Die Haupt-E-Mail-Adresse, die für offizielle Kommunikationen verwendet wird.
Die hier eingegebenen Informationen können entscheidend sein, um sicherzustellen, dass Dokumente wie Rechnungen, offizielle Korrespondenz und Berichte korrekt mit den richtigen Firmendetails formatiert sind. Es hilft auch dabei, die Konsistenz in der Darstellung der Firma in verschiedenen externen Kommunikationen und Dokumenten aufrechtzuerhalten. Nach dem Eingeben oder Aktualisieren der Informationen muss der Administrator die Änderungen durch Klicken auf die Schaltfläche "Speichern" speichern, um sicherzustellen, dass alle Modifikationen systemweit angewendet werden.
Zusätzlich bietet der Abschnitt einen Überblick über den Abonnementplan, der anzeigt, wie viele Tage verbleiben, Start- und Enddaten sowie einen Abonnementnutzungsmesser, der den Verbrauch von Servicetokens gegen das in dem Plan zugewiesene Kontingent verfolgt. Dies kann Administratoren dabei helfen, die Abonnementverlängerungen oder -upgrades basierend auf den Nutzungstrends zu überwachen und zu planen.
Die Tabellenspalten-Schnittstelle in Docbits wird verwendet, um die Spalten festzulegen, die in Daten tabellen für jeden Dokumententyp angezeigt werden. Jede Spalte kann so konfiguriert werden, dass sie bestimmte Arten von Daten enthält, wie z. B. Zeichenfolgen oder numerische Werte, und kann für Sortier-, Filter- und Berichtsfunktionen innerhalb von Docbits unerlässlich sein.
Spaltenkonfiguration:
Spaltenname: Der Bezeichner für die Spalte in der Datenbank.
Titel: Der für den Benutzer lesbare Titel für die Spalte, der in der Benutzeroberfläche angezeigt wird.
Spaltentyp: Definiert den Datentyp der Spalte (z. B. STRING, BETRAG), der bestimmt, welche Art von Daten in der Spalte gespeichert werden können.
Tabellenname: Gibt an, zu welcher Tabelle die Spalte gehört, indem sie mit einem bestimmten Dokumententyp wie INVOICE_TABLE verknüpft wird.
Aktionen:
Bearbeiten: Ändern Sie die Einstellungen einer vorhandenen Spalte.
Löschen: Entfernen Sie die Spalte aus der Tabelle, was nützlich ist, wenn die Daten nicht mehr benötigt werden oder wenn sich die Datenstruktur des Dokumententyps ändert.
Hinzufügen neuer Spalten und Tabellen:
Neue Tabellenspalte hinzufügen: Öffnet einen Dialog, in dem Sie eine neue Spalte definieren können, einschließlich ihres Namens, ob sie erforderlich ist, ihres Datentyps und der Tabelle, zu der sie gehört.
Neue Tabelle erstellen: Ermöglicht die Erstellung einer neuen Tabelle, wobei ein eindeutiger Name definiert wird, der zur Speicherung von Daten im Zusammenhang mit einer bestimmten Gruppe von Dokumententypen verwendet wird.
Dieser Abschnitt ist entscheidend für die Aufrechterhaltung der strukturellen Integrität und Benutzerfreundlichkeit von Daten innerhalb des Docbits-Systems und stellt sicher, dass die aus Dokumenten extrahierten Daten auf organisierte und zugängliche Weise gespeichert werden.
Der Layout-Manager ermöglicht es Administratoren, das Layout von Dokumententypen visuell zu konfigurieren und anzupassen, indem sie Eigenschaften für verschiedene Datenfelder und Gruppen innerhalb eines Dokuments festlegen. Diese Benutzeroberfläche hilft sicherzustellen, dass die Extraktionsmodelle und manuellen Dateneingabepunkte genau mit der Struktur des gescannten oder hochgeladenen Dokuments in DocBits übereinstimmen.
Gruppen und Felder:
Gruppen: Organisatorische Einheiten innerhalb eines Dokumententyps, die verwandte Felder kategorisieren (z. B. Rechnungsdetails, Zahlungsdetails). Diese können erweitert oder zusammengeklappt und so angeordnet werden, dass sie die logische Gruppierung im tatsächlichen Dokument widerspiegeln.
Felder: Einzelne Datenpunkte innerhalb jeder Gruppe (z. B. Rechnungsnummer, Zahlungsbedingungen). Jedes Feld kann angepasst werden, um festzulegen, wie Daten erfasst, angezeigt und verarbeitet werden.
Eigenschaften-Panel:
Dieses Panel zeigt die Eigenschaften des ausgewählten Feldes oder der Gruppe an und ermöglicht eine detaillierte Konfiguration, wie z. B.:
Beschriftung: Die sichtbare Beschriftung für das Feld in der Benutzeroberfläche.
Feldname: Der technische Bezeichner, der im System verwendet wird.
Elementbreite in Prozent: Bestimmt die Breite des Feldes im Verhältnis zum Dokumentenlayout.
Tab-Index: Steuert die Reihenfolge der Navigation per Tabulatortaste.
Skript bei Änderung ausführen: Ob ein Skript ausgeführt werden soll, wenn sich der Feldwert ändert.
Beschriftung links anzeigen: Ob die Beschriftung links vom Feld oder darüber angezeigt wird.
Ist Textbereich: Gibt an, ob das Feld ein Textbereich sein soll, der größere Textmengen aufnehmen kann.
Modelltyp auswählen: Option zur Auswahl des Modelltyps, der die Extraktion dieses Feldes durchführt.
Feldlänge: Maximale Länge der Daten, die in diesem Feld akzeptiert werden sollen.
Verbotene Schlüsselwörter: Schlüsselwörter, die im Feld nicht erlaubt sind.
Vorlagen-Vorschau:
Zeigt eine Echtzeitvorschau, wie das Dokument basierend auf der aktuellen Layoutkonfiguration aussehen wird. Dies hilft sicherzustellen, dass das Layout der tatsächlichen Dokumentenstruktur entspricht und ist entscheidend für das Testen und Verfeinern des Dokumentenverarbeitungs-Setups.
Dokumentenuntertypen sind im Wesentlichen spezialisierte Versionen der Hauptdokumententypen. Zum Beispiel könnten unter dem Hauptdokumententyp "Rechnung" Untertypen wie "Standardrechnung", "Pro-forma-Rechnung" und "Gutschriftsrechnung" mit jeweils leicht unterschiedlichen Datenanforderungen oder Verarbeitungsregeln vorhanden sein.
Liste der Untertypen:
Jede Zeile repräsentiert einen Untertyp eines primären Dokumententyps.
Enthält den Namen des Untertyps und eine Reihe von Aktionen, die darauf ausgeführt werden können.
Aktionen:
Felder: Konfigurieren, welche Datenfelder im Untertyp enthalten sind und wie sie verwaltet werden.
Layout bearbeiten: Ändern Sie das visuelle Layout, wie Informationen für diesen Untertyp angezeigt und eingegeben werden.
Skripte: Anhängen oder bearbeiten Sie Skripte, die spezifische Operationen ausführen, wenn Dokumente dieses Untertyps verarbeitet werden.
Kopieren: Duplizieren Sie eine vorhandene Untertypkonfiguration, um sie als Grundlage für eine neue zu verwenden.
Löschen: Entfernen Sie den Untertyp, wenn er nicht mehr benötigt wird.
Hinzufügen neuer Untertypen:
Die Schaltfläche "+ Neu" ermöglicht es Administratoren, neue Untertypen zu erstellen, indem sie bei Bedarf eindeutige Eigenschaften und Regeln definieren.
Dokumentenuntertypen in DocBits bieten eine flexible und leistungsstarke Möglichkeit, eine Vielzahl von Dokumenten innerhalb eines einzigen Systems zu verarbeiten, um sicherzustellen, dass jeder Typ und Untertyp gemäß seinen einzigartigen Spezifikationen genau und effizient verarbeitet wird.
Die Felder-Einstellung bietet eine Benutzeroberfläche, über die Administratoren die Eigenschaften und das Verhalten einzelner Datenfelder verwalten können, die mit einem Dokumententyp verknüpft sind. Jedes Feld kann angepasst werden, um die Genauigkeit und Effizienz der Datenerfassung und -validierung zu optimieren.
Feldkonfiguration:
Feldnamen: Listet die Namen der Felder auf, die in der Regel den Datenelementen im Dokument entsprechen, wie z.B. "Rechnungsnummer" oder "Bestelldatum".
Erforderlich: Administratoren können Felder als erforderlich markieren, um sicherzustellen, dass Daten für diese Felder eingegeben oder erfasst werden müssen, um die Dokumentenverarbeitung abzuschließen.
Schreibgeschützt: Felder können auf schreibgeschützt gesetzt werden, um Änderungen nach der Datenerfassung oder während bestimmter Phasen der Dokumentenverarbeitung zu verhindern.
Versteckt: Felder können in der Benutzeroberfläche ausgeblendet werden, was für sensible Informationen oder zur Vereinfachung der Benutzerworkflows nützlich ist.
Erweiterte Einstellungen:
Validierung erzwingen: Stellt sicher, dass die in ein Feld eingegebenen Daten bestimmte Validierungsregeln bestehen, bevor sie akzeptiert werden.
OCR (Optische Zeichenerkennung): Dieser Schalter kann aktiviert werden, um die OCR-Verarbeitung für ein bestimmtes Feld zu ermöglichen, was für die automatisierte Datenauslese aus gescannten oder digitalen Dokumenten nützlich ist.
Übereinstimmungswert: Administratoren können einen Übereinstimmungswert definieren, eine Schwelle, die zur Bestimmung des Vertrauensniveaus der Datenerkennung oder -übereinstimmung verwendet wird und sich darauf auswirkt, wie Datenvalidierung und Qualitätsprüfungen durchgeführt werden.
Aktionsbuttons:
Neues Feld erstellen: Ermöglicht das Hinzufügen neuer Felder zum Dokumententyp.
Bearbeitungssymbole: Jedes Feld verfügt über ein Bearbeitungssymbol, das es Administratoren ermöglicht, feldspezifische Einstellungen wie Datentyp, Standardwerte oder verbundene Geschäftslogik weiter zu konfigurieren.
Einstellungen speichern: Übernimmt die vorgenommenen Änderungen an den Feldkonfigurationen.
Das Modelltraining ermöglicht es Administratoren, das Training von maschinellen Lernmodellen spezifisch für jeden Dokumententyp zu überwachen und zu verwalten. Indem Docbits eine strukturierte Benutzeroberfläche für den Import von Beispieldaten, das Training von Modellen und das Testen ihrer Leistung bereitstellt, stellt es sicher, dass seine Datenextraktionsfähigkeiten kontinuierlich verbessert werden.
Metrikenübersicht:
Beispiel: Anzahl der Beispieldokumente, die für das Training verwendet wurden.
Exportiert: Anzahl der Dokumente, die nach der Verarbeitung erfolgreich exportiert wurden.
Unternehmen Σ: Gesamtanzahl der unternehmensspezifischen verarbeiteten Dokumente.
Insgesamt Σ: Gesamtanzahl der verarbeiteten Dokumente in allen Kategorien.
Trainings- und Testoptionen:
Importieren: Ermöglicht es Administratoren, neue Trainingsdatensätze zu importieren, die in der Regel strukturierte Beispiele von Dokumenten sind, die vom System erkannt werden sollen.
Modell trainieren: Startet den Schulungsprozess unter Verwendung der importierten Daten, um die Erkennungs- und Extraktionsfähigkeiten des Systems zu verbessern.
Klassifizierung testen: Ermöglicht das Testen des Modells, um seine Leistung bei der Klassifizierung und Extraktion von Daten aus neuen oder unbekannten Dokumenten zu bewerten.
Aktionsbuttons:
Feld erstellen: Neue Datenfelder hinzufügen, die das Modell erkennen und extrahieren soll.
Aktionen: Dieses Dropdown-Menü kann Optionen wie Details anzeigen, Konfigurationen bearbeiten oder Trainingsdaten löschen enthalten.
In DocBits ermöglichen Regex-Einstellungen Administratoren, benutzerdefinierte Muster zu definieren, die vom System verwendet werden, um Daten aus Dokumenten zu finden und zu extrahieren. Diese Funktion ist besonders nützlich in Situationen, in denen Daten aus unstrukturiertem Text extrahiert werden müssen oder wenn die Daten einem vorhersehbaren Format folgen, das mit Regex-Mustern erfasst werden kann.
Regexes verwalten:
Hinzufügen: Ermöglicht das Erstellen eines neuen Regex-Musters für einen bestimmten Dokumententyp.
Änderungen speichern: Speichert Änderungen an vorhandenen Regex-Konfigurationen.
Muster: Hier können Sie das Regex-Muster definieren, das dem spezifischen erforderlichen Datenformat entspricht.
Ursprung: Ist der Dokumentenursprung - Zum Beispiel können Sie in Deutschland ein anderes Regex definieren
In DocBits bieten die EDI-Einstellungen Tools zur Definition und Verwaltung der Struktur und des Formats von EDI-Nachrichten, die verschiedenen Dokumententypen entsprechen, wie z. B. Rechnungen oder Bestellungen. Die Einstellungen ermöglichen die Anpassung von EDI-Nachrichten, um den Standards und Anforderungen verschiedener Handelspartner und Branchen zu entsprechen.
EDI-Konfigurationselemente:
Struktur-Deskriptor: Definiert die grundlegende Struktur des EDI-Dokuments, einschließlich Segmentreihenfolge, obligatorischer Felder und Qualifikatoren, die für die Gültigkeit des EDI-Dokuments erforderlich sind.
Transformation: Legt die Transformationen fest, die angewendet werden, um die Dokumentendaten in eine EDI-formatierte Nachricht umzuwandeln. Dies beinhaltet in der Regel die Festlegung von Zuordnungen von Dokumentfeldern zu EDI-Segmenten und Elementen.
Vorschau: Ermöglicht Administratoren, zu sehen, wie die EDI-Nachricht nach der Transformation aussehen wird, um die Genauigkeit vor der Übertragung sicherzustellen.
Extraktionspfade: Zeigt die Pfade, die zum Extrahieren von Werten aus dem Dokument verwendet werden, die dann zur Befüllung der EDI-Nachricht verwendet werden.
XSLT-Editor:
Wird zum Bearbeiten und Validieren der XSLT (eXtensible Stylesheet Language Transformations) verwendet, die im Transformationsprozess verwendet werden. XSLT ist eine leistungsstarke Sprache, die für die Transformation von XML-Dokumenten in andere XML-Dokumente oder andere Formate wie HTML, Text oder sogar andere XML-Strukturen entwickelt wurde.
Skripte in DocBits werden in der Regel in einer Skriptsprache geschrieben, die vom System Python unterstützt wird. Sie werden während des Dokumentenverarbeitungs-Workflows ausgelöst, um komplexe Geschäftslogik anzuwenden oder die Datenintegrität und -genauigkeit sicherzustellen, bevor die Daten weiterverarbeitet oder gespeichert werden.
Skriptverwaltung:
Name: Jedes Skript erhält einen eindeutigen Namen zur Identifizierung.
Dokumenttyp: Ordnet das Skript einem bestimmten Dokumenttyp zu, der bestimmt, auf welche Dokumente das Skript angewendet wird.
Auslösen bei: Definiert, wann das Skript ausgelöst wird (z. B. beim Hochladen von Dokumenten, vor dem Export von Daten, nach der Datenvalidierung).
Aktiver/Inaktiver Status: Ermöglicht Administratoren, Skripte zu aktivieren oder zu deaktivieren, ohne sie zu löschen, was Flexibilität bei Tests und Bereitstellung bietet.
Skript-Editor:
Bietet eine Benutzeroberfläche, in der Skripte geschrieben und bearbeitet werden können. Der Editor unterstützt in der Regel Syntaxhervorhebung, Fehlerhervorhebung und andere Funktionen zur Unterstützung bei der Skriptentwicklung.
Beispiel-Skript: Skripte können Operationen wie das Durchlaufen von Rechnungszeilen zur Validierung von Summen oder zum Entfernen von Einträgen, die bestimmte Kriterien nicht erfüllen, enthalten.
In den "Dokumentenablauf" Einstellungen unter dem Abschnitt "DOKUMENTENVERARBEITUNG" können Sie die automatischen Löschpläne für Ihre Dokumente im System konfigurieren. Diese Funktion ist besonders nützlich, um Datenretentionsrichtlinien zu verwalten und die Einhaltung rechtlicher oder organisatorischer Standards in Bezug auf die Dokumentenspeicherung sicherzustellen.
Hier ist, was jede Einstellung bewirkt:
Dokument nach Ablauf löschen: Dieses Dropdown-Menü ermöglicht es Ihnen, den Zeitrahmen festzulegen, nach dem ein verarbeitetes Dokument automatisch aus dem System gelöscht wird. Sie können aus vordefinierten Optionen wie 48 Stunden, 1 Woche, 2 Wochen oder 4 Wochen wählen. Dies hilft bei der Verwaltung des Speicherplatzes und der Aufrechterhaltung von Dokumentenlebenszyklusrichtlinien.
Fertiges Dokument nach Ablauf löschen: Ähnlich wie die vorherige Einstellung, zielt jedoch speziell auf die fertigen oder vollständig verarbeiteten Dokumente ab. Es ermöglicht die gleichen Zeitrahmenoptionen für die Löschung und stellt sicher, dass abgeschlossene Dokumente nicht länger als nötig gespeichert werden.
Beide Einstellungen stellen sicher, dass Dokumente nicht unbegrenzt auf Ihrem System aufbewahrt werden, um unnötige Speichernutzung zu vermeiden und den Dokumentenverarbeitungsworkflow übersichtlich zu halten. Diese Einstellungen sind für Organisationen unerlässlich, die spezifische regulatorische Anforderungen zur Dokumentenaufbewahrung einhalten müssen.
Navigate to SETTINGS → Dashboard
Customize your filter
Navigate to the Filters section
To create a Custom Filter, select CUSTOM in the “Status filter style”
Underneath that, you can select the various statuses a document can be in to create your custom filter. Once you press APPLY, this custom filter will be active on the Dashboard.
Dashboard
Select ADVANCED SETTINGS
Custom Filters can then be accessed by selecting the MORE SETTINGS option.
Die "Import" Einstellungen in Ihrem Dokumentenverarbeitungssystem ermöglichen es Ihnen, zu konfigurieren, wie Dokumente aus verschiedenen Quellen in das System importiert werden, einschließlich Einstellungen sowohl für FTP (File Transfer Protocol) als auch E-Mail. Hier ist eine Aufschlüsselung dieser Einstellungen:
Dokumenteneinstellungen:
Auf Seiten beschränken: Dies ermöglicht es Ihnen, die Verarbeitung auf eine bestimmte Anzahl von Seiten aus jedem Dokument zu beschränken.
Zahlungsbedingungen Tage: Definiert die standardmäßigen Zahlungsbedingungen (in Tagen), die auf Dokumente angewendet werden können.
Datumsformat: Legt das Muster fest, nach dem Daten in importierten Dokumenten erkannt und formatiert werden sollen.
FTP-Import:
Typ: Definiert den Typ des FTP-Protokolls, das verwendet werden soll (z. B. SFTP).
Server-URL: Die Serveradresse, von der aus Dokumente abgerufen werden.
Benutzername und Port: Anmeldeinformationen und Portnummer für den Zugriff auf den FTP-Server.
Standardverzeichnis: Legt das Verzeichnis auf dem FTP-Server fest, aus dem Dateien importiert werden.
Die zusätzliche Option zum Hinzufügen neuer Daten umfasst Felder wie:
Passwort: Zur Authentifizierung.
Dateinamen-Musterabgleiche: Um festzulegen, welche Dateien basierend auf ihren Namen importiert werden sollen.
Unterorganisationen: Wählen Sie aus, auf welche Unterorganisation die Importeinstellungen angewendet werden sollen.
E-Mail-Import:
E-Mail-Adresse: Einrichten eines E-Mail-Kontos, an das Dokumente zum Import gesendet werden können.
Benutzername und Passwort: Anmeldeinformationen für den Zugriff auf das E-Mail-Konto.
Protokoll und Verschlüsselung: Geben Sie das Protokoll (IMAP, POP3) und den Verschlüsselungstyp an.
Angehängte Dokumente zusammenführen: Option, alle angehängten Dokumente beim Import in ein einziges Dokument zu kombinieren.
Dies ermöglicht auch die Festlegung von Unterorganisationen für eine präzisere Kontrolle darüber, wohin E-Mails innerhalb Ihrer Organisationsstruktur geleitet werden.
OCR-Qualität:
Diese Einstellung ermöglicht es Ihnen, den minimal erforderlichen OCR-Qualitätsprozentsatz für die automatische Verarbeitung eines Dokuments festzulegen. Es enthält einen Schieberegler, den Sie anpassen können, um den Schwellenwert festzulegen, z. B. 75 %, unterhalb dessen das System keine erfolgreiche Extraktion garantieren kann. Wenn die OCR-Qualität eines Dokuments unter diesen Schwellenwert fällt, können Sie wählen, dass das System spezifische Maßnahmen ergreift, wie z. B. die erneute Ausführung der OCR nach manueller Bestätigung.
Allgemeine OCR-Einstellungen:
Verwenden Sie E-Text, wenn verfügbar: Wenn diese Option aktiviert ist, kann das System elektronischen Text, der in PDFs oder anderen Dokumententypen eingebettet ist, verwenden, um die Genauigkeit zu verbessern.
Verwenden Sie DESKEW, wenn verfügbar: Diese Funktion korrigiert die Ausrichtung von Dokumenten, was die OCR-Genauigkeit verbessert, indem schräge Scans begradigt werden.
OCR-Einstellungen für Tabellen:
Verwenden Sie KI-Daten für Tabellen, wenn verfügbar: Diese Einstellung ermöglicht die Verwendung von KI-Technologien zur besseren Erkennung und Extraktion von Tabellen aus gescannten Dokumenten, wobei Machine-Learning-Modelle verwendet werden, um tabellarische Daten genau zu identifizieren und zu strukturieren.
OCR-Einstellungen für die Kopffelder:
Regelbasierte Extraktion verwenden: Wenn diese Option aktiviert ist, kann das System vordefinierte Regeln anwenden, um Daten aus Kopffeldern zu extrahieren, was entscheidend sein kann, um Dokumentabschnitte wie Rechnungsnummern, Daten usw. korrekt zu identifizieren.
KI-Extraktion verwenden: Diese Option verwendet KI-Modelle, um intelligent Kopffelder zu extrahieren, was anpassungsfähiger für Variationen in Dokumentenlayouts und -stilen sein kann.
Die "Klassifizierungs- und Extraktions" Einstellungen in Ihrem Dokumentenverarbeitungssystem bieten Optionen zur Konfiguration, wie Dokumente automatisch bei der Eingabe behandelt werden:
Dokumentenaufteilung: Diese Einstellung ermöglicht es Ihnen zu wählen, ob Dokumente basierend auf spezifischen Kriterien aufgeteilt oder als ein einzelnes Dokument belassen werden sollen. Dies kann nützlich sein, wenn Dokumente verarbeitet werden, die mehrere unterschiedliche Abschnitte haben, aber als eine einzige Datei hochgeladen werden.
Betragformatierung: Hier können Sie Optionen wie das Runden der Gesamtbeträge in Bestellungen aktivieren. Dies stellt sicher, dass extrahierte Daten mit erwarteten Finanzformaten und Regeln übereinstimmen, um Fehler bei der Finanzverarbeitung zu reduzieren.
Tabellenextraktion: Diese Funktion ermöglicht die automatisierte Extraktion von Daten aus Tabellen innerhalb von Dokumenten. Sie können angeben, ob alle Tabellen extrahiert werden sollen, nur diejenigen, die für Kostenzwecke relevant sind, oder ob Steuercodes automatisch identifiziert und extrahiert werden sollen. Dies verbessert erheblich die Genauigkeit und Effizienz der Datenextraktion aus strukturierten Formaten innerhalb von Dokumenten.
Klassifizierungsregel konfigurieren: Diese Option ermöglicht es Ihnen, spezifische Muster und Kriterien zu definieren, die dem System helfen, Dokumente automatisch zu klassifizieren und zu kategorisieren, während sie verarbeitet werden. Dies könnte auf Textmustern, Dokumententypen oder anderen Metadaten basieren, die mit den Dokumenten verbunden sind.
Die "Master-Datenabfrage" in Ihren Dokumentenverarbeitungseinstellungen ermöglicht einen umfassenden und integrierten Ansatz zur Verwaltung und Validierung Ihrer Dokumentendaten durch Synchronisierung mit Ihrem Infor-ERP-System. Hier erfahren Sie, wie dies dazu beiträgt, die Validierung und Verbesserung der Dokumentenverarbeitung in Ihrer ERP-Umgebung zu optimieren:
Zentrales Datenmanagement: Diese Funktion fungiert als zentrales Repository, in dem Daten aus verschiedenen Quellen wie Lieferanten, Kundendaten, Steuercodes und mehr gespeichert und verwaltet werden können. Es bietet einen einzigen Referenzpunkt für alle Master-Daten und gewährleistet Konsistenz und Genauigkeit in Ihrer Organisation.
Validierung gegen ERP-Daten: Durch die Synchronisierung von Master-Daten wie Lieferanteninformationen von Infor zu Docbits können die aus Dokumenten extrahierten Daten automatisch mit Ihren ERP-Daten validiert werden. Dies stellt sicher, dass die verarbeiteten Informationen (wie Lieferantennamen, Adressen und Steuercodes) mit den Daten in Ihrem ERP-System übereinstimmen, um Fehler und Diskrepanzen zu minimieren.
Automatisierung erleichtern: Ein robustes System zur Master-Datenabfrage hilft bei der Automatisierung der Verarbeitung eingehender Dokumente. Beispielsweise können Bestellungen oder Rechnungen automatisch auf die Richtigkeit der Lieferantendaten überprüft, genehmigt, wenn sie übereinstimmen, oder zur Überprüfung markiert werden, wenn Abweichungen festgestellt werden.
Verbessert die Datenintegrität: Regelmäßige Updates von Ihrem ERP-System zur Master-Datenabfrage stellen sicher, dass die für die Dokumentenverarbeitung verwendeten Daten aktuell sind. Dies verringert das Risiko, Dokumente auf der Grundlage veralteter Informationen zu verarbeiten und verbessert somit die Gesamtintegrität von Geschäftstransaktionen.
Effizienz bei der Dokumentenverarbeitung: Mit direkt verknüpften und ständig aktualisierten Master-Daten wird die Dokumentenverarbeitung effizienter. Dokumente können automatisch klassifiziert und basierend auf den im Master-Daten festgelegten spezifischen Kriterien geroutet werden, wie beispielsweise spezifische Lieferantenbedingungen oder Steuervorschriften, die auf verschiedene Arten von Transaktionen zutreffen.
Hier erfahren Sie, wie Sie
Die Einstellung "Liste der Werte" in Ihrem Dokumentenverarbeitungssystem ist im Wesentlichen ein zentrales Repository zur Verwaltung vordefinierter Werte, die in verschiedenen Formularen und Feldern innerhalb des Systems verwendet werden können. Diese Einstellung ist besonders nützlich, um die Dateneingabe zu standardisieren und die Konsistenz bei der Verarbeitung von Dokumenten durch das System sicherzustellen.
Segmentierung nach Typ: Jeder Abschnitt wie "ISO_Währung", "Rechnungsuntertyp", "Rechnungstyp" und "Test" repräsentiert eine andere Kategorie vordefinierter Werte. Diese Kategorien werden verwendet, um verschiedene Arten von Dateninputs zu verwalten, die für ihre spezifischen Kontexte innerhalb des Systems relevant sind.
Werte und Synonyme: Unter jeder Kategorie können mehrere Werte definiert werden. Zum Beispiel sind unter "Rechnungsuntertyp" Werte wie "Kostenrechnung" und "Einkaufsrechnung" aufgeführt. Darüber hinaus haben Sie die Möglichkeit, Synonyme für diese Werte zuzuweisen, um die Flexibilität und Reichweite der Datenerfassung zu verbessern. Zum Beispiel hat "Kostenrechnung" Synonyme wie "Kostenrechnung" und "Kostenrechnung".
Verwendung in Unterorganisationen: Diese Werte können auch spezifisch für bestimmte Unterorganisationen in Ihrem Setup gemacht werden, um die Anpassung und Lokalisierung von Workflows zur Dokumentenverarbeitung zu ermöglichen.
Hinzufügen und Verwalten von Werten: Durch die Aktion "Zeile hinzufügen" können Sie neue Werte und Synonyme in die Listen aufnehmen, und über "Aktionen" können bestehende Einträge bearbeitet oder gelöscht werden.
In der Sektion "Exporteinstellungen" der Dokumentenverarbeitungseinstellungen verwalten Sie, wie Dokumente nach der Verarbeitung exportiert werden. Dies umfasst die Konfiguration verschiedener Exportmethoden, die auf spezifische Anforderungen zugeschnitten sind, wie z. B. direkte Dateiübertragungen oder Integrationen mit Unternehmenssystemen wie Infor. Hier ist eine Aufschlüsselung der Optionen und Funktionalitäten innerhalb dieser Einstellung:
Exportmethode auswählen: Sie können festlegen, wie Dokumente exportiert werden sollen. Gängige Methoden sind SFTP, Webhooks und die direkte Integration mit Systemen wie Infor IDM (Infor Dokumentenmanagement), Infor ION (Intelligent Open Network) und anderen Infor-bezogenen Optionen. Jede Methode unterstützt verschiedene Arten von Workflows und Integrationsanforderungen.
Konfigurationsdetails:
Für SFTP müssen Sie in der Regel die Server-URL, Benutzernamen, Passwort und den Zielordner angeben, in dem die Dokumente hochgeladen werden.
Bei Infor-Integrationen müssen möglicherweise spezifische Zuordnungen konfiguriert oder API-Schlüssel bereitgestellt werden, um sicherzustellen, dass die Dokumente korrekt verarbeitet und an das Infor-Ökosystem gesendet werden, im Einklang mit der vorhandenen Datenstruktur und den Abläufen.
Anpassung: Abhängig vom Dokumententyp (z. B. Rechnungen, Auftragsbestätigungen) und der Unterorganisation können unterschiedliche Exporteinstellungen konfiguriert werden, um unterschiedlichen Geschäftsregeln oder Compliance-Anforderungen gerecht zu werden.
Integrationsflexibilität: Die Benutzeroberfläche ermöglicht es, dass mehrere Integrationssetups gleichzeitig aktiv sind, sodass Benutzer verschiedene Dokumententypen und Ziele effizient verarbeiten können. Dieses modulare Setup stellt sicher, dass verschiedene Teile des Unternehmens maßgeschneiderte Workflows nutzen können, ohne sich gegenseitig zu beeinflussen.
Hinzufügen und Bearbeiten von Konfigurationen: Benutzer können neue Konfigurationen hinzufügen oder bestehende bearbeiten, indem sie Details wie Dokumententyp, Exportmethode und Anmeldeinformationen oder Einstellungen, die spezifisch für die gewählte Exportmethode sind, angeben.
\
Siehe Exportieren in Docbits
Automatische Buchhaltung: DocBits bietet automatisierte Buchhaltungsfunktionen, die den Prozess der Abwicklung von Finanztransaktionen im Zusammenhang mit Bestellungen (POs) und anderen Dokumenten vereinfachen.
M3 Integration: Integration mit M3, einer ERP-Softwarelösung, die eine nahtlose Interaktion zwischen DocBits und M3 für eine verbesserte Dokumentenverwaltung und -verarbeitung ermöglicht.
PO-Dashboard: Ein zentrales Dashboard innerhalb von DocBits, das speziell zur Verwaltung und Überwachung von Bestellungen entwickelt wurde und Einblicke und Analysen für effizientes Tracking und Entscheidungsfindung bietet.
Versandauftrags-Dashboard: Ähnlich wie das PO-Dashboard konzentriert sich dieses Feature auf die Verwaltung und Überwachung von Versandaufträgen und erleichtert reibungslose Logistikoperationen.
Dashboards v2: Eine aktualisierte Version der Dashboard-Benutzeroberfläche, wahrscheinlich mit verbesserter Benutzererfahrung und zusätzlichen Funktionen für eine verbesserte Benutzerfreundlichkeit.
Erweitertes Versandauftrags-Dashboard: Ein spezialisiertes Dashboard für die fortgeschrittene Überwachung und Verwaltung von versandbezogenen Aktivitäten, das tiefere Einblicke und Funktionalitäten bietet.
Lieferantenportal: Ein Portal innerhalb von DocBits, das Lieferanten gewidmet ist und es ihnen ermöglicht, mit dem System zu interagieren und zusammenzuarbeiten, um die Kommunikation und Effizienz in der Lieferkette zu verbessern.
Workflow-Builder: Ein Tool zum Erstellen und Anpassen von Workflows innerhalb von DocBits, das es Benutzern ermöglicht, spezifische Prozesse zu definieren und die Dokumentenverarbeitung gemäß ihren individuellen Geschäftsanforderungen zu automatisieren.
Layout-Builder: Ermöglicht es Benutzern, das Layout von Dokumenten innerhalb von DocBits zu entwerfen und anzupassen, um die Einhaltung von Branding- und Benutzerfreundlichkeitsstandards sicherzustellen.
Annotation-Modus: Ein Feature, das es Benutzern ermöglicht, Dokumente direkt innerhalb der DocBits-Benutzeroberfläche zu annotieren und zu markieren, um die Zusammenarbeit und Rückmeldung zu erleichtern.
Bericht anzeigen: Funktionalität zum Generieren und Anzeigen von Berichten innerhalb von DocBits, die Einblicke und Analysen zu verschiedenen Aspekten der Dokumentenverarbeitung und -verwaltung bieten.
Modelle & Labels: Tools zur Definition und Konfiguration von Dokumentenerkennungsmodellen und -labels innerhalb von DocBits, um die Genauigkeit und Effizienz bei der Dokumentenverarbeitung zu verbessern.
Dokumentskript: Wahrscheinlich ein Feature zum Skripten und Automatisieren spezifischer Aktionen oder Prozesse im Zusammenhang mit der Dokumentenverarbeitung innerhalb von DocBits.
Dokumentscan: Fähigkeit zum Scannen physischer Dokumente und Importieren in DocBits zur digitalen Verarbeitung und Verwaltung.
QR-Code-Extraktion: Ein Feature zur Extraktion von Informationen aus in Dokumenten eingebetteten QR-Codes, um die automatisierte Datenerfassung und -verarbeitung zu ermöglichen.
Benutzerdefinierte Stammdateien: Ermöglicht es Benutzern, benutzerdefinierte Stammdateifelder und -attribute innerhalb von DocBits zu definieren und zu verwalten, um das System an ihre spezifischen Geschäftsanforderungen anzupassen.
Aufgaben & Benachrichtigungen: Funktionalität zur Verwaltung von Aufgaben und zum Empfangen von Benachrichtigungen innerhalb von DocBits, um eine rechtzeitige Aktion und Kommunikation in Bezug auf Dokumentenverarbeitungsaktivitäten sicherzustellen.
IDM ACL-Updater: Dieses Modul befasst sich wahrscheinlich mit der Aktualisierung und Verwaltung von Zugriffskontrollisten (ACLs) innerhalb von DocBits, um angemessene Berechtigungen und Sicherheit für den Dokumentenzugriff und -handling zu gewährleisten.
Die Annotation ist ein nützliches Werkzeug, um wichtige Informationen hervorzuheben oder zusätzliche Erklärungen zu einem Dokument hinzuzufügen. Sie können Annotationen verwenden, um Schlüsselkonzepte zu kennzeichnen, Fragen zu stellen oder Anmerkungen für andere Benutzer zu hinterlassen.
1. Document Field Actions:
Invert Checkbox: This action toggles the state of a checkbox field in a document.
Set Checkbox: This sets the state of a checkbox field to either true (checked) or false (unchecked).
Set Field to Text: This action sets a specified document field to a given text value.
2. Document Actions:
Approve the Document: Marks a document as approved within the system.
Start Export: Initiates the export process for a document.
Reject the Document: Marks a document as rejected.
3. Status Actions:
Change Status: Changes the status of a document or task to a specified new status.
4. Task Actions:
Assignments and notifications:
Assign Task: Creates and assigns a task with specific details to an individual or group, including options to notify them via email.
Create a New Task: Similar to assign but focused on setting up a completely new task within the system.
5. Table Actions:
Calculate in Table: Performs calculations on table data based on specified conditions and stores the results in a designated column.
Change Entries: Updates entries in a table based on specified conditions.
6. Assignee Actions:
Assign User from Field: Assigns a user to a task or document based on user data stored in a specific field, with an option for a fallback user if the primary is unavailable.
Assign Document to User or Group: Directly assigns a document to a user or group, ensuring responsibility is designated appropriately.
7. External Interaction Actions:
Call API: Sends a request to an external API, which can be customized with specific methods, parameters, and data.
Send HTTPS Request: Similar to API calls but specifically formatted for HTTPS protocols.
8. Advanced Processing:
Run Workflow: Triggers another workflow within the system, allowing for complex process chaining.
These action cards are used to automate responses based on specific triggers identified in the earlier parts of the workflow setup. For instance:
If a document is identified as needing review, the "Approve the Document" action can be automatically triggered once it passes all specified conditions.
For data management tasks, "Set Checkbox" or "Set Field to Text" actions ensure that document fields are updated automatically, reducing manual data entry and the potential for errors.
Complex tasks like API interactions or status changes streamline interactions not only within the ERP system but also with external services and tools, enhancing integration and functionality.
The "Then..." section in your workflow system provides robust tools for defining precise actions that should occur as a result of conditions being met in the workflow. By effectively using these actions, businesses can automate routine processes, ensure data accuracy, and respond dynamically to changing information and system states. Understanding how to configure and utilize these actions is key to maximizing the efficiency and effectiveness of your ERP system's workflow capabilities.
And cards serve as condition cards that specify criteria that must be met for the workflow to continue. They effectively act as logical "AND" operators, meaning all conditions specified in these cards must be satisfied for the subsequent action to be triggered.
From the screenshots, it's clear that these cards cover a wide range of conditions, which include:
Compare with Purchase Order:
Conditions related to validation and comparison against purchase orders, such as comparing delivery dates, unit prices, or quantity differences. These are crucial for ensuring that transactions align with agreed terms.
Document Field:
These involve conditions based on specific fields within documents, such as checkboxes being marked, comparison of field values, or ensuring a document field meets a specified tolerance. This is particularly important for data integrity and automated checks within forms or document management systems.
Document:
Conditions based on document characteristics, such as type or association with a particular sub-organization. These conditions can direct workflows based on document categorization or departmental involvement.
Logic:
Logical conditions that might involve evaluations like "Continue with a chance of X%" or executing HTTPS requests, which are vital for integrations and probabilistic decision-making within workflows.
Status:
Focusing on the status of documents or tasks, these conditions ensure that only items in certain states trigger specific workflows, crucial for status-driven process management.
Table:
These involve conditions based on table data, such as matching regex patterns or comparing values within a table. Such conditions are essential for validating and manipulating large data sets.
Assignee:
Conditions based on task or document assignees. This ensures that actions are only taken when certain users are involved, enhancing accountability and task specificity.
These "And" cards are configured within the workflow to perform checks and validations that ensure the process adheres strictly to business rules and data integrity standards. For example:
A workflow might use an 'And' card to verify that an invoice's total amount matches the purchase order before triggering payment.
Another workflow could use an 'And' card to ensure a document is reviewed by specific team members before it progresses to the next stage.
"And" cards are a fundamental component of workflow systems that require precise control over process execution based on multiple conditions. They ensure that each step of a workflow only proceeds when all necessary criteria are thoroughly met, thus automating complex decision trees within business processes.
Understanding and configuring these cards correctly is crucial for leveraging the full capabilities of your workflow management system to enhance efficiency, accuracy, and compliance within organizational processes.
Purpose
This workflow card is designed to automate actions based on the state (checked or unchecked) of a checkbox within your ERP system. By evaluating the checkbox's condition, it facilitates the triggering of specific processes or the enforcement of certain rules within the application.
Components of the Card
Field Name
Description: Specifies the name of the checkbox field that will be evaluated.
Detail: This should match the exact field label or identifier used in the system. It determines which checkbox's state is being monitored.
Boolean
Description: Defines the condition that triggers the workflow.
Options:
True: The workflow triggers if the checkbox is checked.
False: The workflow triggers if the checkbox is unchecked.
Functionality
State Detection: The card continuously monitors the state of the specified checkbox field.
Condition Evaluation:
The system checks whether the checkbox is in the state (checked or unchecked) specified by the Boolean condition.
Action Execution:
True Condition: If the checkbox’s state matches the specified Boolean condition (either true for checked or false for unchecked), the system initiates the associated actions. These could include enabling or disabling form fields, triggering notifications, starting workflows, or updating records.
False Condition: If the checkbox’s state does not match the condition, alternative or no actions may be taken, depending on the workflow setup.
User Interactions
Setup and Configuration: Users configure the card by selecting the checkbox field from a list of available fields and setting the Boolean condition. This setup process should be intuitive, typically involving a simple dropdown menu for field selection and a toggle for the Boolean condition.
Monitoring and Reporting: Provides functionalities for users to monitor the status of this condition, possibly through a dashboard that shows real-time updates on which conditions are active or triggered.
Error Handling and Notifications: Ensures that users are notified if there are any discrepancies or errors in the condition checking process, such as system failures to read the checkbox state.
The "Checkbox Field Condition" workflow card is a fundamental tool for managing dynamic forms and documents within an ERP system, where user inputs can dictate subsequent data processes. By automating actions based on the state of a checkbox, this card enhances workflow efficiency and ensures that system behaviors align with user inputs. Clear documentation of this card will help users effectively implement it within their operations, allowing for better control over form behaviors and process automations.
Purpose
This workflow card manages the execution of operations based on whether a task or document is assigned to a particular user or set of users. It employs conditional logic to either trigger or prevent specific actions, making it ideal for workflows that require user-specific handling.
Components of the Card
Operator
Description: Defines the logical condition to apply to the user assignment.
Options:
IS: Triggers the operation if the assigned user of the document or task matches any user in the specified list.
IS NOT: Triggers the operation if the assigned user of the document or task does not match any user in the specified list.
User List
Description: A list or selection of users to compare against the assigned user.
Detail: This list can include one or multiple users, allowing the card to handle both singular and multiple user conditions effectively. The selection can be made through checkboxes, a multi-select dropdown, or similar UI elements.
Functionality
User Assignment Identification: Automatically identifies the user or users assigned to a particular task or document within the ERP system.
Condition Evaluation:
Using the IS operator, the card checks if the assigned user is among those listed in the User List.
Using the IS NOT operator, the card ensures the assigned user is not among those listed.
Action Execution:
True Condition: If the user assignment meets the condition (either IS or IS NOT), relevant actions are triggered, such as notifications, task initiations, approvals, or other workflow steps.
False Condition: If the condition is not met, the document or task may pass through different routing, or alternative actions may be specified.
User Interactions
Setup and Configuration: Users configure the card by selecting an operator and specifying the relevant users from the User List. Setup should be user-friendly and intuitive to accommodate selections from potentially large user bases.
Monitoring and Reporting: The ERP system should provide functionality to monitor and report on the operations triggered by this card, offering insights into assignment accuracy and process efficiency.
Error Handling and Notifications: Users should have options to receive alerts or notifications if there are issues with the assignments, such as unassigned tasks or errors in user selection.
The "Assigned User Condition" workflow card is a critical tool for managing document and task workflows that depend on user assignments. By allowing conditions based on whether a task or document is assigned to specific users, it ensures that workflows are only triggered by appropriate user interactions, enhancing both accountability and task alignment within teams. Clearly documenting this card will help users understand its significance and integrate it effectively into their workflows, ensuring smooth and efficient operations tailored to user roles and responsibilities.
DocBits Workflow Engine
In the realm of process automation, the DocBits Workflow Engine stands out for its straightforward and intuitive approach. This engine streamlines the creation and management of workflows through a clear and simple rule-based structure. The core principle behind its design is the "Easy When-And-Then" rule, which breaks down the automation process into three fundamental components: Trigger, Condition, and Action. This guide explains how each component functions within the system and how they work together to facilitate seamless automation.
The DocBits Workflow Engine operates on a basic yet powerful principle that makes workflow automation accessible to users of all skill levels. This principle is encapsulated in the "Easy When-And-Then" rule, which can be broken down as follows:
Definition: The "When" component represents the Trigger of the workflow. This is the event or condition that initiates the execution of the workflow. Triggers can be a variety of occurrences such as the arrival of a new email, a specific date and time, or the creation of a new document.
Example: "When a new customer form is submitted..."
Definition: The "And" component introduces the Condition that must be met for the action to proceed. Conditions serve as filters or criteria that refine the trigger, ensuring that the workflow is executed only under certain circumstances.
Example: "...and the customer is from the 'Enterprise' segment..."
Definition: Finally, the "Then" part specifies the Action to be taken once the trigger occurs and the condition is satisfied. Actions are the tasks or operations executed by the workflow, such as sending an email, updating a database, or creating a task in a project management tool.
Example: "...then assign the lead to the enterprise sales team and send a welcome email."
By assembling these three components—Trigger, Condition, and Action—the DocBits Workflow Engine allows users to create highly customized and efficient workflows. This modular approach not only simplifies the process of setting up automations but also offers the flexibility to create complex workflows capable of handling a wide range of tasks and processes.
The DocBits Workflow Engine's "Easy When-And-Then" rule exemplifies the engine's commitment to providing a user-friendly platform for automating processes. This straightforward rule, by breaking down automation into the essential elements of Trigger, Condition, and Action, makes it easier for users to conceptualize, create, and manage workflows. Whether you are new to workflow automation or an experienced professional, the DocBits Workflow Engine offers an efficient and accessible tool to enhance productivity and streamline operations.
Purpose: This Docbits card is designed to streamline the verification process of invoices by comparing the total calculated price from the invoice against the corresponding purchase order.
Functionality:
Combined Price of Quantity Difference: The card calculates the total price by multiplying the quantity of each item listed on the invoice by the price per unit and then subtracts this total from the amount listed on the related purchase order.
Operator Value: Users can set conditions to determine how the calculated total price difference should be compared to the purchase order amount. The following operators are available:
Equals (=): Checks if the total invoice amount is exactly the same as the purchase order amount.
Not Equal (≠): Verifies that the total invoice amount differs from the purchase order amount.
Greater Than (>): Ensures the invoice amount is greater than the purchase order amount.
Less Than (<): Confirms the invoice amount is less than the purchase order amount.
Usage: This card is particularly useful for ERP Managers and financial accountants who need to automate and error-proof the reconciliation of invoices against purchase orders, ensuring financial accuracy and preventing overpayments or underpayments.
Example Scenario:
An invoice lists a total of 100 units of a product at $50 per unit, totaling $5000. The related purchase order authorized a purchase of $4500. Using the "Greater Than" operator, the card identifies and flags the discrepancy for review.
By using the "Compare with Purchase Order" card, users can automatically ensure that payments are consistent with purchase agreements, saving time and reducing human error in financial processing.
\
This Card is intended to compare whether the selected fields in a document are equal/not equal, greater than... or less than... .
This card should automatically compare whether the fields, for example between net amount and gross amount, are within the specified tolerance. For example, you then enter the percentage of the VAT in the tolerance amount and enter percent in the tolerance type. The workflow can check whether the amount is correct.
Tolerance type: percent or value
Purpose: This Docbits card is designed to ensure that the confirmed delivery dates on invoices or shipping documents align with the accepted delivery dates as stipulated in the master data lookup table. It helps manage expectations and adherence to scheduled deliveries within the supply chain.
Functionality:
Confirmed Delivery Date: This component of the card captures the delivery date as confirmed on the invoice or shipping documentation.
Master Data Table Lookup: The card references a master data lookup table specified by the user (identified by the <Master Data Table> parameter). This table contains the accepted delivery dates for comparison.
Operator Value: Users can specify how the confirmed delivery date should compare to the accepted delivery date from the master data table. Available operators include:
Equals (=): Ensures that the confirmed delivery date is the same as the accepted delivery date.
Not Equal (≠): Indicates a discrepancy between the confirmed and accepted delivery dates.
Before (<): Verifies that the confirmed delivery date is earlier than the accepted delivery date.
After (>): Checks if the confirmed delivery date is later than the accepted delivery date.
Usage: This card is invaluable for ERP Managers and financial accountants who need to monitor and ensure compliance with delivery schedules. It is particularly useful in sectors where timely delivery is critical, such as manufacturing, retail, and distribution.
Example Scenario:
An invoice lists a confirmed delivery date of June 10th. The master data table, however, shows an accepted delivery date of June 15th. Setting the operator to "Before," the card confirms that the goods are scheduled for early delivery, allowing logistics planning to adjust accordingly.
By implementing the "Compare with Purchase Order: Confirmed vs. Accepted Delivery Dates" card, organizations can proactively manage their supply chain, ensuring that deliveries are planned and executed in accordance with agreed-upon timelines, thus enhancing operational efficiency and customer satisfaction.
\
This card can check whether, for example, the total amount in a document corresponds to the specified value - equal/not equal, larger or smaller.
Purpose
This workflow card is designed to automatically compare the values of two specified fields within a document based on a defined operator. It's used to enforce data integrity and ensure that document data conforms to business rules or conditions.
Components of the Card
Field Names
Description: Specifies the names of the two fields within the document that will be compared.
Detail: Users must input the exact names of the fields as they appear in the system. These fields can be any data type that supports comparison, such as numeric, date, or text fields.
Operator
Description: The comparison operator used to evaluate the relationship between the values of the two fields.
Options:
Equal (==): Checks if the value of the first field is equal to the value of the second field.
Not Equal (!=): Checks if the value of the first field is not equal to the value of the second field.
Greater Than (>): Checks if the value of the first field is greater than the value of the second field.
Greater Than or Equal (>=): Checks if the value of the first field is greater than or equal to the value of the second field.
Less Than (<): Checks if the value of the first field is less than the value of the second field.
Less Than or Equal (<=): Checks if the value of the first field is less than or equal to the value of the second field.
Functionality
Field Selection: Users input or select the names of the two fields to be compared. This is typically done through a form or a dropdown menu within the card setup.
Operator Selection: Users choose an operator from a list of available options that define how the fields should be compared.
Comparison Execution:
The system reads the values from the specified fields and applies the selected operator to evaluate the relationship between them.
Based on the result of the comparison (true or false), subsequent actions may be triggered. For example, if a comparison fails, the system might flag the document for review, block further processing, or notify responsible parties.
User Interactions
Setup and Configuration: Users configure the comparison by entering field names and selecting an operator. This setup should be straightforward and guided, possibly with help text or examples.
Monitoring and Reporting: The system can provide feedback on the results of comparisons, such as logging all comparisons made, their outcomes, and any actions taken in response to the comparison results.
Error Handling and Notifications: Users receive alerts if the comparison cannot be executed (e.g., if one of the fields is not found in the document or is not in a comparable format).
The "Document Field Comparison" workflow card is vital for maintaining data accuracy and consistency across documents in an ERP system. It helps automate checks that would otherwise be manual, error-prone, and time-consuming, enhancing efficiency and reliability in document processing. Documenting this card clearly in your ERP system's manual will assist users in effectively employing this feature, ensuring that data across documents remains consistent and in accordance with business rules.
Purpose
This card is designed to control workflow actions based on the current status of a document, using conditional logic to either trigger or restrict certain processes. It ensures that documents only proceed through workflows when they meet predefined status criteria.
Components of the Card
Operator
Description: Determines how the document status will be evaluated against a specified condition.
Options:
is: Triggers the associated actions if the document’s current status matches one of the specified statuses.
is not: Triggers the actions if the document’s status does not match any of the specified statuses.
Status ( List )
Description: Lists the specific statuses against which the document’s current status will be compared.
Examples: "Error", "Export Error", "Ready in Validation", "Ready in Review", "Pending Approval", "Pending Second Approval". These represent different stages or conditions a document might be in within a workflow process.
Functionality
Status Identification: Automatically identifies the current status of a document as it moves through the ERP system’s workflow.
Condition Evaluation: Applies the chosen operator (is or is not) to the document’s status in comparison to the listed statuses:
If is, it checks whether the document’s status matches any status in the list.
If is not, it checks whether the document’s status does not appear in the list.
Action Execution: Depending on the outcome of the condition evaluation:
True: Executes predefined actions or workflows if the condition is met.
False: Skips or triggers alternative workflows if the condition is not met.
Workflow Integration: Integrates seamlessly with other workflow components, ensuring that document handling is coordinated across the system.
User Interactions
Setup and Configuration: Users configure the card by selecting the operator and specifying the relevant statuses. This setup may involve simple dropdown menus or checkboxes for selecting statuses and operators.
Monitoring and Management: Users can track the card’s activity via a dashboard, which provides insights into the status conditions being monitored and the actions being taken based on those conditions.
Error Handling and Alerts: Supports setting up alerts for process failures or mismatches in expected document statuses, enabling quick responses to operational issues.
The "Document Status Condition" workflow card is vital for ensuring that documents are processed correctly according to their current status, enhancing control and efficiency within the ERP system. Clearly documenting this card in the system's manual will help users effectively implement and manage it, leveraging its functionality to maintain smooth and compliant document workflows. This card is particularly useful in managing document lifecycles and ensuring that only documents meeting specific criteria advance to subsequent stages of business processes.
Purpose
This card is designed to manage actions on documents contingent upon their type, employing simple conditional logic (is/is not) to either trigger or prevent specific workflows. This enables precise control over how different types of documents are processed within the ERP system.
Components of the Card
Operator
Description: Determines the conditional logic applied to the document types.
Options:
is: The operation will trigger if the document's type matches one of the specified types in the list.
is not: The operation will trigger if the document's type does not match any of the types listed.
Document Types List
Description: Specifies a list of document types to which the condition will apply.
Detail: This can include a variety of document types such as "Invoice", "Purchase Order", "Contract", "Employee Record", etc., based on which the condition (is/is not) will be evaluated.
Functionality
Document Identification: The system first identifies the type of each incoming or existing document based on predefined attributes or metadata.
Condition Evaluation:
If the operator is is, the card checks if the document type is in the provided list.
If the operator is is not, the card checks if the document type is not in the list.
Action Triggering: Depending on the result of the condition evaluation:
True: Initiates the associated operations or workflows if the condition is met.
False: The process is bypassed or an alternative operation is triggered if the condition is not met.
Integration and Automation: Seamlessly integrates with other system components, ensuring that document handling is automated and adheres to organizational workflows and policies.
User Interactions
Configuration: Users must specify the operator and list the document types when setting up the card. This setup may include interface elements like dropdowns or checkboxes to select document types and operators.
Monitoring and Adjustments: Users can monitor the outcomes and effectiveness of this card through logs and reports generated by the ERP system. Adjustments can be made to the list or the operator based on evolving business needs.
Error Handling and Feedback: Provides feedback mechanisms for errors encountered during operation. Users can set up alerts for when conditions fail, ensuring prompt attention to issues.
The "Document Type Condition" workflow card plays a crucial role in managing document-based operations with precision and flexibility. By using simple conditional logic, it helps ensure that documents are processed appropriately, enhancing efficiency and compliance. Documenting this card clearly will help users understand how to implement and utilize it effectively, making it a valuable part of your ERP system's documentation.
In Order Confirmation Purchase Order
This logic card is designed to automatically verify that the quantity, unit price, or discount detailed in an order confirmation matches the corresponding figures in the purchase order. This verification ensures consistency and accuracy between what was ordered and what the supplier confirms to deliver.
The logic is activated when any of the following conditions are met in an order confirmation relative to the original purchase order:
Quantity: The quantity of items ordered matches the quantity confirmed by the supplier.
Unit Price: The price per item agreed upon matches the supplier's confirmation.
Discount: Any discounts applied are consistent between the purchase order and the order confirmation.
Equals: If the order confirmation's quantity, unit price, or discount exactly matches the purchase order, the system considers the confirmation as valid and proceeds with the next steps in the procurement process.
Not Equal: If there's a discrepancy in the quantity, unit price, or discount, the system flags the order confirmation for manual review. This ensures any mismatches are resolved before moving forward.
Accuracy and Consistency: Maintains accuracy in the procurement process, ensuring that payments and deliveries are made based on correct figures.
Efficiency: Automates the verification process, reducing the need for manual checks and speeding up order processing.
Cost Control: Helps prevent overpayments or incorrect deliveries by catching discrepancies early in the process.
Define Comparison Parameters: Set up the specific fields (quantity, unit price, discount) that the logic card will check for a match.
Automate Verification: Configure the system to automatically compare these details upon receipt of an order confirmation.
Customize Alerts: Decide on the workflow for handling discrepancies, including customization of alerts for manual review.
This logic card is vital for ensuring that the details of an order confirmation align with the original purchase order, safeguarding the integrity of the procurement cycle. ``
Purpose
This workflow card facilitates operations based on the assignment of a task or document to a single, specific user. Using a direct conditional logic approach, it manages workflows that require targeted user engagement, ensuring precision in user-based task handling.
Components of the Card
Operator
Description: Specifies the logic to apply to the user assignment.
Options:
IS: Triggers the operation if the assigned user of the document or task matches the specified user.
IS NOT: Triggers the operation if the assigned user does not match the specified user.
User
Description: Allows selection of a single user against whom the assigned user will be compared.
Detail: This involves a simple dropdown or autocomplete field where one user can be selected at a time.
Functionality
User Assignment Identification: Identifies the user currently assigned to a specific task or document.
Condition Evaluation:
For the IS operator, the card checks if the assigned user is the same as the user selected.
For the IS NOT operator, it verifies that the assigned user is different from the selected user.
Action Execution:
True Condition: If the assignment meets the set condition (IS or IS NOT), it triggers predefined actions, which could include moving forward with approvals, initiating further tasks, sending notifications, or other related workflows.
False Condition: If the condition fails, the system can reroute the task, hold it for review, or trigger alternative predefined actions.
User Interactions
Setup and Configuration: Users set up the card by choosing an operator and selecting a user from the user field. This setup should be straightforward, ensuring easy user selection and configuration.
Monitoring and Reporting: Offers tools for monitoring the card’s performance, such as tracking which tasks are triggered by specific user assignments and the outcomes of these triggers.
Error Handling and Notifications: Provides mechanisms to alert users if tasks are incorrectly assigned or if operational errors occur due to assignment issues.
The "Single Assigned User Condition" workflow card is essential for precise, user-specific document and task management within an ERP system. It simplifies workflows by focusing on individual user assignments, thus ensuring that actions are only executed when appropriate, based on the user's role and responsibilities. Documenting this card clearly will assist users in understanding its application, allowing them to implement and manage it effectively within their daily operations. This documentation ensures that all potential users can easily grasp the card's purpose and integrate it seamlessly into their workflows.
Purpose
This workflow card is tailored to manage operations on documents based on a single, specified document status. By simplifying the condition to one status, the card is focused on very specific workflow triggers, making it ideal for targeted document processing activities within an ERP system.
Components of the Card
Operator
Description: Specifies the method for evaluating the document’s status against the selected condition.
Options:
is: Triggers the operation if the document's current status matches the selected status.
is not: Triggers the operation if the document's current status does not match the selected status.
Status
Description: Allows the selection of a single document status to set the condition.
Examples of Statuses: "Error", "Export Error", "Ready in Validation", "Ready in Review", "Pending Approval", "Pending Second Approval".
Detail: Users choose one status from a dropdown or a set of radio buttons. This status then serves as the criterion for the card’s operation.
Functionality
Document Status Identification: Identifies the current status of a document as it is processed through the ERP system.
Condition Evaluation:
Based on the operator selected (is
or is not
), the card checks whether the document's current status aligns with the chosen status criterion.
Action Execution:
True Condition: If the status matches (or does not match, based on the operator), the corresponding action is initiated. This could be routing for further processing, notification generation, or other predefined workflows.
False Condition: If the condition is not met, no action is taken, or an alternate pathway is triggered.
Integration with Other Workflows: Even though it's designed for single-status evaluation, this card can be effectively integrated into broader workflow sequences to ensure precise document handling.
User Interactions
Setup and Configuration: Users set up the card by selecting an operator and then choosing one status from the available options. This selection process is straightforward and designed to prevent confusion.
Monitoring and Reporting: Enables monitoring through system-generated reports or dashboards that track the processing of documents based on their status, helping to oversee the effectiveness of the implemented workflows.
Error Handling and Notifications: Configurable to alert users to any processing anomalies or to flag documents that do not meet the set conditions, ensuring prompt attention and resolution.
The "Single Document Status Condition" workflow card simplifies document management by focusing on individual status conditions. This specification helps in cases where precise control over document flows is necessary, especially in environments with stringent processing criteria. Documenting this version of the card clearly will ensure that users fully understand its application and can effectively integrate it within their daily operations, enhancing both compliance and efficiency in document processing.
This Docbits card allows detailed comparison, comparing the supplier of the invoice and that of the order confirmation. It should be ensured that the supplier who issued the invoice is the same as the one in the order confirmation.
Functionality:
Supplier on Invoice Supplier on Purchase Order: This card checks whether the supplier in the invoice is the same as in the order confirmation or not.
Operator Value: Users can set specific conditions such as: Is the supplier who issued the invoice the same as in the PO or not. Available operators include:
Equals (=): Checks whether the supplier in the invoice matches the supplier in the order confirmation.
Not Equal (≠): Ensures that the supplier who issued the invoice is the same as in the order confirmation.
Usage: This Card is helpful to ensure the entire process is handled with the same supplier and everything fits together. This ensures that if there are discrepancies, attention is drawn to checking these discrepancies and not paying the invoice to an incorrect supplier who has nothing to do with the order and order confirmation.
Example Scenario:
An order is placed, then the order confirmation comes and then the invoice is issued. The entire ordering process is carried out with one supplier. If this is not the case, the card can immediately determine that there are discrepancies between the suppliers and thus ensures that no incorrect payments are made and that the invoice is only made with the supplier who was also involved in the entire process.
By using the “Supplier on Invoice … Supplier on Purchase Order” card, companies can automate the verification of suppliers who issue invoices and the associated order confirmations.
This card is supposed to automatically check whether the text you are looking for is contained in the field in a document or not. If the entered text is not found, there are other options as to how to continue with the document. (“Then” workflow cards)
\
Purpose: This Docbits card facilitates the detailed comparison of unit prices on invoices against those specified in the corresponding purchase orders. It enhances accuracy in financial reporting by ensuring adherence to agreed pricing.
Functionality:
Unit Price Combined with Fields: This card calculates the total amount for a specific item by combining the unit price with additional specified fields from the invoice. The combined total is then compared against the purchase order's recorded unit price for that item.
Operator Value: Users can set specific conditions for how the invoice's combined unit price should be compared to the purchase order's unit price. Available operators include:
Equals (=): Verifies that the combined invoice price matches the price on the purchase order.
Not Equal (≠): Ensures the combined invoice price does not match the price on the purchase order.
Greater Than (>): Checks if the combined invoice price exceeds the price on the purchase order.
Less Than (<): Confirms the combined invoice price is below the price on the purchase order.
Usage: This card is particularly valuable for ERP Managers and financial accountants tasked with maintaining stringent control over purchasing and payment processes. It ensures that invoiced prices conform to those agreed upon in purchase orders, thereby mitigating financial discrepancies.
Example Scenario:
An invoice presents a unit price of $50 for a product. The "field name" specified includes an additional handling fee of $5 per unit. When combined, the total per unit amounts to $55. Using the "Equals" operator with a value set to $55, the card verifies that the invoiced price aligns with the purchase order, ensuring agreement compliance.
By deploying the "Compare with Purchase Order: Unit Price Combined" card, businesses can automate the verification of pricing accuracy against purchase orders, streamlining financial operations and safeguarding against overcharges.
\
Zweck von "Wann"
Der Abschnitt "Wann" in einer Workflow-Konfiguration definiert die Auslösebedingungen, die eine bestimmte Workflow-Aktion initiieren. Diese Bedingungen basieren auf festgelegten Kriterien in Bezug auf Dokumentattribute oder Benutzeraktivitäten innerhalb des ERP-Systems.
Wie es funktioniert
In Ihrer Benutzeroberfläche erscheint "Wann" als Ausgangspunkt, an dem Benutzer verschiedene Trigger-Karten auswählen können. Jede Karte legt Bedingungen fest, unter denen nachfolgende Aktionen (definiert in einem anderen Abschnitt der Workflow-Konfiguration, wahrscheinlich mit der Bezeichnung "Aktion") ausgeführt werden.
Bedingungskarten für Dokumententypen
Die in der Abbildung angezeigten Karten sind Varianten von "Dokumententyp"-Bedingungen, die verwendet werden, um Workflows basierend auf dem Typ des zu verarbeitenden Dokuments auszulösen. Hier ist eine Aufschlüsselung jeder Art von Bedingungskarte:
Dokumententyp (Operator) einer von (Typ): Diese Karte löst eine Aktion aus, wenn der Typ eines Dokuments mit einem der angegebenen Typen in einer Liste übereinstimmt. Der Operator könnte Optionen wie "ist" oder "ist nicht" enthalten, was inclusive oder exklusive Bedingungen ermöglicht.
Dokumententyp (Operator) (Typ): Diese einfachere Variante wird basierend auf einer einzelnen Dokumententyp-Bedingung ausgelöst. Es würde typischerweise überprüfen, ob der Dokumententyp "ist" oder "ist nicht" ein bestimmter Typ ist, ohne die Möglichkeit, aus mehreren Typen auszuwählen.
Auswahl des Bedingungstyps: Benutzer beginnen mit der Auswahl eines für den zu automatisierenden Workflow relevanten Bedingungstyps. In diesem Fall stehen Dokumententypen im Mittelpunkt.
Definition des Operators: Benutzer müssen den logischen Operator festlegen – wie "ist" oder "ist nicht" – der die Grundlage für den Vergleich der tatsächlichen Dokumententypen mit den definierten Bedingungen bildet.
Spezifizierung der Dokumententypen: Abhängig von der Karte können Benutzer einen oder mehrere Dokumententypen auswählen, die den Workflow auslösen, wenn Dokumente dieser Typen verarbeitet werden.
Abschließen des Triggers: Sobald die Bedingung eingerichtet ist, bildet sie die Grundlage für das Auslösen spezifischer Aktionen, die im Workflow definiert sind. Wenn ein Dokument die festgelegte Bedingung erfüllt, werden die definierten Aktionen automatisch initiiert.
In der Praxis sind diese Triggerkarten entscheidend für die Automatisierung von Prozessen wie Genehmigungen, Benachrichtigungen oder jedem Verfahren, das vom Typ des behandelten Dokuments abhängt. Wenn beispielsweise ein Dokumententyp "Rechnung" ist und er den in der "Wann"-Karte festgelegten Bedingungen entspricht, könnte der Workflow das Dokument automatisch zur Zahlungsabwicklung weiterleiten.
Diese Einrichtung gewährleistet, dass Workflows nicht nur effizient, sondern auch auf die spezifischen betrieblichen Anforderungen der Organisation zugeschnitten sind, was die manuelle Überwachung reduziert und die Bearbeitung von Dokumenten beschleunigt.
Zusammenfassend geht es bei dem "Wann"-Teil Ihrer Workflow-Konfiguration darum, die Bühne für automatisierte Aktionen basierend auf spezifischen, vordefinierten Bedingungen zu setzen. Es ist ein leistungsstarkes Werkzeug, um sicherzustellen, dass Ihr ERP-System dynamisch auf die Bedürfnisse des Unternehmens reagiert und sowohl die Produktivität als auch die Genauigkeit im Dokumentenmanagement verbessert.
Purpose
This workflow card is designed to perform specific operations on documents that are associated with a particular sub-organization or department within a company. It ensures that document processing adheres to the policies and requirements specific to different segments of the organization.
Components of the Card
Operator
Description: Defines the action or set of actions to be performed on the document.
Examples: This could include operators like "Review", "Approve", "Archive", "Distribute", or any other custom operation relevant to document management within the organization.
Sub-Organization
Description: Specifies the part of the organization or department for which the document operation is relevant.
Detail: This could be any designated area of the company, such as Human Resources, Finance, Marketing, etc., or smaller, specialized teams within these broader categories.
Functionality
Document Identification: The card first identifies the document(s) that need to be processed. This identification could be based on document type, source, date, or any other metadata.
Operation Execution: Based on the specified operator, the card executes the designated operation. This could be:
Review: Sending the document to the appropriate personnel or department for review.
Approve: Routing the document for necessary approvals within the sub-organization.
Archive: Moving the document to an archival system designed to store records as per organizational policies.
Distribute: Disseminating the document internally within the sub-organization or externally if required.
Compliance Checks: The card checks that all operations comply with the internal policies and legal requirements applicable to the specific sub-organization.
Feedback and Logging: Post-operation, the card provides feedback on the action taken and logs this information for audit trails and compliance tracking.
User Interactions
Configuration: Users set up the card by specifying the operator and the sub-organization. They might also define specific rules or triggers for when the card should activate.
Monitoring: Users can monitor the card's activity via a dashboard that shows ongoing and completed operations, providing transparency into document handling processes.
Manual Override: In some cases, users might have the ability to manually intervene or alter the course of an operation, such as escalating an issue or correcting document routing errors.
The "Document Operator for Sub-Organizations" card is a crucial tool for managing documents in a structured and efficient manner, particularly in larger organizations where different departments have unique operational needs and compliance requirements. Documenting this card clearly in your ERP system's manual will help users understand its importance and implement it effectively within their workflows. If additional customization or functionality descriptions are needed, feel free to expand based on specific organizational needs and technical capabilities.
This workflow outlines the conditions under which an export process should be initiated. It ensures that only documents meeting all specified criteria are processed for export, enhancing data integrity and alignment with business rules.
A document within the system is evaluated for export eligibility.
Document Type Check
The document must be of a certain type (e.g., "Invoice" or "Receipt"). Specify the document type that qualifies for the export process.
Status Verification
The document's current status must meet predefined criteria (e.g., "Approved" or "Ready for Export") indicating it is ready for further processing.
Contextual Conditions
Additional checks are performed to ensure the document's details align with specific requirements. These checks might involve verifying information within order confirmations or purchase orders. Specify the particular conditions that need to be met. For example:
All items listed in the order confirmation match those in the purchase order.
The total amount in the order confirmation matches the total amount in the purchase order.
The delivery dates specified in the order confirmation align with those in the purchase order.
Initiate Export
If all the above conditions are satisfied, the system automatically starts the export process for the document.
This may involve generating an export file, sending data to an external system, or triggering a workflow in another application.
Workflow Documentation
To keep an overview, you can give the workflows different headings so that you can immediately know what task this workflow is about.
Create a new Workflow: Click on + ADD WORKFLOW
You can use these workflows (Test 1,2,3) to automatically assign various documents to the right employee in the company.
If an invoice or other document exceeds a certain total amount that requires prior review and approval, these documents can be immediately assigned to the correct person.
Test 1: Logic Card
When: Assignee is: Amier Haider
And: Document type is: Invoice
Then: Assign document to: Stefan Reppermund
Test 2: Logic Card
When: Assignee is: Amier Haider
And: Document type is: Delivery Note
Then: Assign document to: James Edwards
Test 3: Logic Card
When: Assignee is: Amier Haider
And: Document type is: Order Confirmation
Then: Assign document to: Anian Sollinger
It is also possible, if the document is not assigned to a single person, to assign it to a specific employee from the start.
For an easier overview of what should happen to a document, you can set the status for incoming documents in this workflow. This workflow makes it possible to immediately see whether there is, for example, a pending approval.
Test 4: Logic Card
When: Document type is: Delivery Note
And: Assignee is: Amier Haider
Then: Change Status to: Pending Approval
Test 5: Logic Card
When: Document type is: Invoice
And: Assignee is: Stefan Reppermund
Then: Change Status to: Pending Second Approval
If an invoice or other document exceeds a certain total amount that requires prior review and approval, these documents can be assigned to the right person immediately.
Test 6: Logic Card
When: Assignee is: Amier Haider
And: Docfield total_amount is Greater than 500
Then: Assign document to: Asad Usman Khan
It is also possible to enter the status into the workflow, so the assigned person can immediately see what status this document is and what should happen next with it.
Test 7: Logic Card
When: Assignee is: Amier Haider
And: Docfield total_amount is Greater then 500
Then: Assign document to: Asad Usman Khan
Change Status to: Pending Approval
For example, if certain or important information is missing from a document, but is important and must be included for further processing, you can set up the workflow so that these documents are immediately forwarded to the buyer and a substitute (replacement).
Test 9:
The Workflow with these logic cards is designed to automatically verify that the quantity, unit price, or discount detailed in an order confirmation matches the corresponding figures in the purchase order. This verification ensures consistency and accuracy between what was ordered and what the supplier confirms to deliver.
You can give these documents a specific status or assign them to a specific employee.
Logic Card: Quantity or Unit Price or Discount Match
This logic card is designed to automatically verify that the quantity, unit price, or discount detailed in an order confirmation matches the corresponding figures in the purchase order. This verification ensures consistency and accuracy between what was ordered and what the supplier confirms to deliver.
Trigger Condition
The logic is activated when any of the following conditions are met in an order confirmation relative to the original purchase order:
Quantity: The quantity of items ordered matches the quantity confirmed by the supplier.
Unit Price: The price per item agreed upon matches the supplier's confirmation.
Discount: Any discounts applied are consistent between the purchase order and the order confirmation.
Define Comparison Parameters: Set up the specific fields (quantity, unit price, discount) that the logic card will check for a match.
Automate Verification: Configure the system to automatically compare these details upon receipt of an order confirmation.
Customize Alerts: Decide on the workflow for handling discrepancies, including customization of alerts for manual review.
This logic card is vital for ensuring that the details of an order confirmation align with the original purchase order, safeguarding the integrity of the procurement cycle.
Test 10:
If you have a different calculation for surcharges, or only have them on some items, you can use the generic table calculation cards, some of them also allow to filter for regular expressions.
Above is a calculation example for MTZ with a filter for item numbers starting with 01, 06, 9, 001 or 000.
With a manual setup it’s advised to split calculations that depend on new columns into a separate workflow. To continue with the calculation you can use the Run Workflow card.
Run Workflow
With this card you can specify the name of a workflow that is to be run after the current workflow if its conditions are met and after previous then cards of the current workflow. While it prioritises runnable, active workflows, it also allows you to run deactivated workflows if the document fulfills the workflows conditions.
If you want to add all surcharges as a negative discount into the discount column, you can use the calculation card. There might be entries in this column, you can set it as one of the variables on the card, have the MTZ subtracted from it and add the result back into this column. In case there are empty fields (surcharges only for some items) it will assume a 0 for its calculation
Notify user to authorize the order confirmation in DocBits
After calculating the surcharges you might want to notify a specific user to authorize the order confirmation. For this you can use the notification card
Depending on settings, the user gets assigned a new task in DocBits and optionally an email to notify them of their new task.
AP Invoice Email: The process likely begins with an invoice received via email.
DocBits: This tool might be used for initial document management tasks such as capturing and digitizing invoices.
Finance Review: Invoices undergo a finance review where decisions are made regarding their validity and accuracy.
Initial Review:
Invoices are received and initially processed using DocBits.
They are then reviewed by the finance team to ensure they are removed from the workflow if they are complete, or pushed forward for further processing.
PO vs Non-PO Invoices:
The workflow distinguishes between PO-related and non-PO invoices.
Non-PO invoices are routed for further approval or rejection based on predefined criteria like supplier ID, quantity, unit price, and item number.
Matching and Mismatching:
Invoices are checked against goods receipts to ensure that details match (like supplier ID and quantity).
If mismatches occur, the invoice is subject to further review and possibly rejection.
Finance and Buyer Review:
For PO-related invoices, a detailed matching process is conducted involving a buyer review.
Adjustments to purchase orders or goods receipts might be required.
Final Decisions:
Invoices that pass all checks are approved and integrated into financial systems for record-keeping.
Rejected invoices trigger notifications, and a new invoice may be requested by the buyer.
Integration with Infor IDM & LN+M3:
Approved invoices are likely sent to Infor's IDM for document management and LN for ledger noting.
This integration ensures that all financial records are up-to-date and that the workflow seamlessly feeds into the broader ERP system.
Throughout the workflow, there are various decision points where an invoice might be approved, rejected, or sent back for additional information. Notifications are sent out after delays, ensuring timely processing.
These Workflows will be included in the Standard Workflow
This title indicates that the rule is designed to manage cases where the invoice total is greater than the maximum amount an approver is authorized to handle.
When…
Document Type is Invoice: This condition ensures that the rule applies only to invoices, which is essential for directing the workflow correctly.
And…
Document Status is Pending Approval: The invoice must be in a "Pending Approval" status. This status is crucial to ensure that the rule is applied to invoices that are still being processed and have not yet been finalized.
Compare two fields: Total Amount Greater Than Approver Max Amount: This condition checks if the invoice's total amount exceeds the maximum amount an approver is allowed to handle. This comparison might also include a tolerance setting, allowing for minor variations based on predefined criteria.
Assign user from field Next Level Approver, use user User as fallback: If the invoice exceeds the specified maximum amount, it is automatically assigned to a higher-level approver, indicated by the 'Next Level Approver' field. If this field is not filled or the specified user is unavailable, a default user (likely an admin or another designated staff member) is used as a fallback to ensure the invoice is reviewed without delay.
Add Card: This option allows additional conditions or actions to be added to the rule, providing flexibility to address complex scenarios.
Save: This button saves the rule configuration to the system.
The purpose of this rule is to ensure that invoices which exceed certain financial thresholds are reviewed by approvers with the appropriate authorization levels. This helps in maintaining financial control and oversight, ensuring that expenditures are reviewed by personnel with the requisite approval limits, thereby safeguarding the organization against unauthorized or inappropriate expenditures.
This rule, like the previous one, helps automate the workflow, reducing manual effort and enhancing compliance with the organization's financial policies. It is an example of how workflow automation can be effectively used to manage complex financial processes within a company.
This title indicates that the rule is specifically configured for managing cost invoices and involves an export action, possibly for reporting, further processing, or integration with other systems.
When…
Document Type is Invoice: This condition ensures that the rule is triggered only for documents categorized as invoices, maintaining the workflow's specificity to invoice management.
And…
Document Field Invoice Sub Type is Equals Cost Invoice: This specifies that the rule applies only to those invoices that are explicitly marked as "Cost Invoices" in a particular field within the document. This helps in distinguishing them from other types of invoices.
Document Status is Pending Second Approval: The invoice must be in a "Pending Second Approval" status. This indicates that the invoice has already undergone an initial approval and is awaiting a second, possibly final, review.
Start Export: Once the invoice meets the specified conditions (being a cost invoice and pending second approval), the action to "Start Export" is executed. This could involve sending the invoice data to another system for financial analysis, reporting, or compliance purposes.
Workflow Efficiency: This rule helps automate the handling of cost invoices by ensuring they are processed through the necessary approval stages without manual intervention, increasing the speed and accuracy of financial operations.
Control and Compliance: By requiring a second approval, the system enforces a control mechanism that ensures cost invoices are thoroughly reviewed, enhancing financial oversight.
Integration and Reporting: The export action suggests that once invoices are fully approved, they may be integrated into other systems for further processing or analysis, which is critical for financial reporting and audits.
This kind of rule is vital for organizations that deal with various types of invoices and need to ensure that each type is handled according to specific protocols. It reduces the risk of errors and ensures compliance with internal controls and external regulations.
Purpose
This workflow card is specifically designed to perform predefined operations on documents categorized by type. It streamlines the handling of various document forms within an ERP system, ensuring that each type is processed according to its unique requirements and organizational policies.
Components of the Card
Operator
Description: Specifies the action to be executed on the document.
Examples: Common operations include "Validate", "Store", "Process", "Send", etc. Each operator defines a set of tasks that the system automates based on the document type.
Document Type
Description: Identifies the category of the document to which the operation will apply.
Detail: Types could include invoices, purchase orders, contracts, employee records, etc. Each type has specific rules and workflows associated with it.
Functionality
Document Classification: Automatically identifies and classifies documents as they enter the ERP system based on their metadata, content, or other identifiers.
Operation Execution: Executes the specified operation for documents of the identified type. This execution could involve:
Validate: Checking the document for completeness, correctness, and compliance with standards.
Store: Saving the document in the designated repository with proper indexing.
Process: Applying business logic to the document, such as calculating totals on an invoice or updating database records.
Send: Distributing the document to other business units or external partners based on workflow requirements.
Compliance and Security: Ensures that all operations adhere to regulatory compliance and security protocols specific to the document type.
Automation and Integration: Seamlessly integrates with other workflows in the ERP system, facilitating automated transitions between different operational stages.
User Interactions
Setup and Configuration: Users configure the card by defining both the operator and the document type. Additional parameters might be set depending on the complexity of the operation.
Monitoring and Reporting: Users can monitor the operations applied to various document types through a dashboard that provides real-time status updates, logs, and reports.
Error Handling and Overrides: Provides mechanisms for handling errors or exceptions during operation execution. Users can intervene manually if necessary, adjusting processes or rerouting documents.
The "Document Type Operation" workflow card is a vital component for managing document-based processes within an ERP system efficiently. It automates routine tasks, reduces errors, and ensures consistency across similar types of documents, thereby enhancing overall productivity and compliance. Documenting this card effectively in your system's manual will assist users in understanding its functionality and how to leverage it to optimize document management processes in their daily operations. If there are additional specific details or examples that need to be included based on your ERP system's capabilities or industry-specific needs, those should be tailored accordingly.
This title suggests that the rule or condition being set up is designed to handle invoices where the total amount is less than or equal to a specified maximum amount.
When…
Document Type is Invoice: This condition checks if the document being processed is an invoice. This is crucial for ensuring that the rule only applies to invoices and not other types of documents.
And…
Document Status is Pending Approval: This specifies that the invoice must be in a "Pending Approval" status. This status check ensures that the rule applies only to invoices awaiting approval.
Compare two fields: Total Amount Less Or Equals Approver Max Amount: This condition compares the total amount of the invoice to an approver's maximum authorized amount. If the invoice's total amount is less than or equal to this max amount, the rule continues to the next step. This likely includes a tolerance level that allows for minor deviations within specified limits.
Assign user from field Approver Name, use user User as fallback: If the conditions specified are met, the invoice is automatically assigned to an approver whose name is specified in a field. If this field is empty or unavailable, a default user (likely an admin or another designated staff member) is assigned as a fallback to handle the approval.
Add Card: This button likely allows users to add more conditions or actions to the rule, enhancing the flexibility and specificity of the workflow.
Save: Saves the configured rule to the system.
This setup is designed to streamline the approval process for invoices by automatically directing invoices to the appropriate approver based on the amount and ensuring that only those within a certain threshold are handled in this automated way. It helps in managing financial controls and speeds up the workflow by reducing manual checks for each invoice.
\
This title indicates that the rule is set up to manage the second approval phase for purchase invoices with an emphasis on the quantity details, ensuring that the quantities on the invoice match those on the original purchase order.
When…
Document Type is Invoice: This condition ensures that the rule is activated only for documents identified as invoices, which is crucial for directing the workflow accurately.
And…
Document Status is Pending Second Approval: This specifies that the invoice is currently pending a second approval. This stage often provides additional oversight to ensure accuracy before the transaction is finalized.
Document Field Invoice Sub Type is Equals Purchase Invoice: This condition further specifies that the rule applies only to invoices categorized specifically as "Purchase Invoices," differentiating them from other types of invoices.
Logic Quantity in order confirmation Equals purchase order: This condition checks if the quantity listed in the order confirmation matches the quantity in the purchase order. It ensures that the invoice processing only moves forward if the quantities are consistent, which is critical for inventory management and financial accuracy.
Start Export: Once the invoice meets the specified conditions (i.e., the quantities match between the order confirmation and the purchase order), the action to "Start Export" is triggered. This likely involves exporting the invoice data for further processing, possibly to another financial system or for reporting purposes.
Ensure Accuracy and Consistency: By verifying that the quantities match between the order confirmation and the purchase order, the system helps maintain inventory accuracy and prevents discrepancies that could affect financial reporting or stock management.
Streamline Financial Processing: Automating the export of data once the quantities are confirmed reduces manual handling and speeds up the financial processing cycle.
Enhance Compliance and Oversight: Requiring a second approval for quantity verification adds an extra layer of oversight, crucial for compliance with financial policies and controls.
This rule is a clear example of how workflow automation can be effectively used to ensure precise and efficient handling of financial documents within an organization, particularly in the context of purchase processes that involve large volumes of transactions requiring meticulous validation.
This title indicates that the rule pertains specifically to handling purchase invoices during a secondary approval phase, with a focus on verifying the accuracy of the quantities listed.
When…
Document Type is Invoice: This condition ensures that the rule is activated only for documents classified as invoices. This is essential for maintaining specificity and relevance in the workflow.
And…
Document Status is Pending Second Approval: This specifies that the invoice is currently pending a second approval. This stage is typically intended to provide additional oversight before finalizing the invoice.
Document Field Invoice Sub Type is Equals Purchase Invoice: This condition further refines the rule to apply exclusively to invoices identified as "Purchase Invoices." This categorization helps differentiate them from other invoice types.
Logic Quantity in order confirmation Not Equals purchase order: This critical condition checks whether the quantity stated in the order confirmation matches the quantity on the original purchase order. The action is triggered if there is a discrepancy, indicating a potential error or issue that needs resolution.
Assign user from field Buyer Name, use user User as fallback: If the rule's conditions are met (i.e., there's a discrepancy in quantities), the invoice is automatically assigned to the person listed in the 'Buyer Name' field for further review. If this field is empty or the specified person is unavailable, a default user (likely an administrator or another designated staff member) takes over to ensure timely review and resolution.
Accuracy and Compliance: The rule is vital for ensuring that the invoicing process is accurate and aligns with the terms agreed upon in the purchase order. It helps prevent financial discrepancies and potential inventory errors.
Streamlined Approvals: Automating the review process for specific discrepancies helps streamline approvals and ensures that any issues are quickly addressed by the appropriate personnel.
Enhanced Financial Oversight: Requiring a secondary approval for quantity verifications strengthens financial controls and accountability within the organization.
This setup exemplifies how workflow automation can be utilized to enhance operational efficiency and ensure financial integrity, particularly in managing complex purchase processes within a company.
This title indicates that the rule is set up to manage the second approval phase of purchase invoices with a focus on the unit price, ensuring it matches the agreed terms.
When…
Document Type is Invoice: This condition ensures that the rule is activated only for documents identified as invoices, which is crucial for directing the workflow accurately.
And…
Document Status is Pending Second Approval: This specifies that the invoice is awaiting a second approval. This stage often provides additional oversight to ensure accuracy before finalizing the transaction.
Document Field Invoice Sub Type is Equals Purchase Invoice: This condition further specifies that the rule applies only to invoices categorized specifically as "Purchase Invoices," differentiating them from other types of invoices.
Logic Unit Price in order confirmation Equals purchase order: This condition checks if the unit price listed in the order confirmation matches the unit price in the purchase order. It ensures that the invoice processing only moves forward if there is consistency in pricing, which is critical for budgeting and financial reporting.
Start Export: Once the invoice meets the specified conditions (i.e., the unit prices match between the order confirmation and the purchase order), the action to "Start Export" is triggered. This likely involves exporting the invoice data for further processing, possibly to another financial system or for reporting purposes.
Ensure Accuracy and Consistency: By verifying that the unit prices match between the order confirmation and the purchase order, the system helps maintain financial accuracy and prevents overcharging or undercharging.
Streamline Financial Processing: Automating the export of data once the prices are confirmed reduces manual handling and speeds up the financial processing cycle.
Enhance Compliance and Oversight: Requiring a second approval for price verification adds an extra layer of oversight, which is crucial for compliance with financial policies and controls.
This rule is an example of how workflow automation can be effectively utilized to ensure precise and efficient handling of financial documents within an organization, particularly in the context of large volumes of transactions that require meticulous validation.
This title indicates that the rule is set up to manage the second approval phase of a purchase invoice, with a specific focus on validating the unit price.
When…
Document Type is Invoice: This condition ensures that the rule is triggered only for documents that are identified as invoices, filtering out other document types and maintaining the relevance of the workflow.
And…
Document Status is Pending Second Approval: This specifies that the invoice is in the phase where it is awaiting a second approval. This is usually a step designed to ensure additional oversight before final processing.
Document Field Invoice Sub Type is Equals Purchase Invoice: This further narrows down the application of this rule to only those invoices that are classified as "Purchase Invoices", distinguishing them from other invoice subtypes.
Logic Unit Price in order confirmation Not Equals purchase order: This logical check is crucial as it compares the unit price listed in the order confirmation against the unit price in the original purchase order. The action is triggered if these values do not match, which could indicate a discrepancy that needs resolution.
Assign user from field Buyer Name, use user User as fallback: If the conditions specified are met (i.e., there's a mismatch in unit prices), the invoice is automatically assigned to a buyer (the name specified in the 'Buyer Name' field) for further review. If the 'Buyer Name' field is empty or unspecified, a default user (likely an administrator or another designated staff member) is assigned as a fallback to handle the approval.
Ensure Accuracy and Compliance: This rule is critical in ensuring that the invoicing process is accurate and complies with agreed terms. By triggering a review when there is a discrepancy in unit prices, the system helps prevent financial errors or potential fraud.
Streamline Approvals: Automating the assignment for review based on specific discrepancies helps streamline the approval process and ensures that issues are promptly addressed by the appropriate personnel.
Financial Oversight: Requiring a second approval, especially based on price matching, reinforces financial controls and accountability within the organization.
Explore the step-by-step workflow for material ordering, goods receipt, and invoice processing with INFOR ERP and DocBits integration. Effective supplier and document management in one.
This document outlines the workflow for ordering materials from suppliers, receiving goods, and processing invoices with integration between suppliers, INFOR ERP system, and DocBits for document management.
Ordering Materials
Initiate order with the supplier.
Send the order to the supplier through INFOR.
Receiving Order Confirmation
Supplier confirms the receipt of the order.
Creation and sending of order confirmation.
Goods Receipt and Inspection
Receive goods from the supplier.
Post goods receipt in INFOR and check against the delivery bill.
Invoice Processing
Receive invoice and send to DocBits for processing.
Check and verify invoice details with order and goods receipt.
Final Steps
Archive the order and related documents in DocBits.
Update INFOR with transaction details for financial accounting.
Does the received goods match the order?
Yes: Proceed with invoice processing.
No: Manual check and update required.
Is the invoice correct according to the goods received and order details?
Yes: Complete the transaction and update financial records.
No: Further examination and corrections needed.
INFOR ERP: Main system for order processing, goods receipt, and financial accounting.
DocBits: Document management for processing and archiving invoices and order confirmations.
Ensure all documents are verified and archived for record-keeping.
Discrepancies in order or invoice details must be resolved promptly to avoid delays.
If a customer requires a new document type or additional fields to be added to an existing document type layout, this section will go through all the information required to do so.
In DocBits you will find the SETTINGS menu in the upper bar on the DASHBOARD.
If you are logged in to DocBits as an admin, you will find all fields of a document that can be extracted under the respective document type.
Open the menu for Document Types.
In the following overview you will find all standard document types available for you
Activate/Extraction Type
To the right of each document type, you will see Activate and Extraction Type sliders.
Activate: This document type is active in your DocBits environment.
Extraction Type: This slider allows you to enable or disable a set of predefined rules for the document type when it is processed by DocBits. By selecting the gear icon to the right of the slider, the following menu will appear.
To see which fields can be extracted, for example from an invoice, click on FIELDS for this document type.
Field Settings
Here you will find all the fields that can be extracted
You can also CREATE FIELDS like freight, postage or any field with an amount you want to extract from your invoices.
For each field you can check the boxes if they are:
REQUIRED: Here you can define if the field must contain a value to continue.
READ ONLY: Here you can define if a field can only be displayed but not edited.
HIDDEN: Here you can define whether a field should be hidden or displayed in the extraction view.
FORCE VALIDATION: Here you can define whether a field must always be validated manually, even if it has been read 100% by DocBits.
OCR and MATCH SCORE: Setting as described below, per field.
FORMULA: Creation of a formula per field.
If all settings are made and should be saved, please confirm this with the SAVE SETTINGS button at the bottom of the page, otherwise the settings will not be applied.
Recognition Settings
OCR
Here you can set the sensitivity of the OCR (Optical Character Recognition) function for all fields at once. This value determines the sensitivity with which a field is marked in red if it could not be extracted with 100% certainty (OCR related!).
Match Score
This is where you can set the sensitivity of the MATCH SCORE function for all fields at once. This value determines when a field is marked in red if DocBits has not extracted the field with 100% probability. In this case the field needs to be validated manually.
The button RESTORE DEFAULTS will set back both values to “50”.
Profile
Here you can define the profile that shall be used. Either Default or ZUGFeRD. In profile ZUGFeRD there are predefined fields that are mandatory for this type of invoice. If you do not explicitly use ZUGFeRD, please select “Default”.
Format: JSON
Purpose: This step involves defining the structure of the EDI data. It includes specifying segments such as SAC
, N1
, and PO1
, and details the fields contained within each segment. For segments that contain nested structures, loops are defined to properly organize the data hierarchy.
Format: XSLT
Purpose: This step involves transforming the structured JSON data into a structured XML format, specifically tailoring the output to meet the requirements for further processing or integration. This transformation helps in extracting precise information like acknowledgement types, order details, and conditional elements based on specific values.
Format: XSLT (outputting HTML)
Purpose: Converts the XML data from Step 2 into an HTML format for previewing the transformed data in a readable and visually appealing format. The HTML layout includes styles for presentation and structures data like purchase orders, supplier details, and order terms for easy viewing.
Format: JSON
Purpose: Specifies JSON paths for extracting key values from the XML data produced in Step 2. These paths are used to retrieve specific data points such as purchase orders and currency, which are crucial for downstream processing and integration into other systems.
This updated sequence ensures a thorough process, transforming raw EDI data into structured, actionable information using JSON for data structuring, XSLT for transformation and HTML preview, followed by JSON paths for data extraction and integration.
First of all, ensure that the Layout Builder feature is activated. This can be done by navigating to Settings → Document Processing → Module → Document Type and ensure that the Layout Builder slider is set too active as shown below.
After this is done you can access the Layout Builder via Settings → Document Types, once on this page, you can select from the various document types you have created and either select “Edit Layout” as shown below
or if you have sub-document types within a created document type you can select “Document Sub Types” and select “Edit Layout” for the sub document type layout you wish to edit as shown below.
After following the previous steps you will reach a page like the one shown below.
In order to upload a document to the layout builder, simply navigate to the right on the screen
Click on the “Upload Documents” button or drag and drop your desired document into the provided area
Groups can be created by selecting the following icon.
Groups allow you to create different sections on a layout, this makes it easier to separate different groups of data or information to make a layout easier to follow. You can create a title for each group so that a user can know what information they will find in that group.
These are a set of default fields that can be dragged and dropped into the layout builder and are available to you to create your desired layout. These include:
Text – This is a text box which creates a field in the layout that can have text entered into it once on the validation screen.
Label – This is a field that can be used to create uneditable text, this could be used to create sub-headings or any other desired uneditable text when on the validation screen.
Checkbox – This creates a boolean type field which can be checked or unchecked.
Multi Checkbox – This functions the same way as the “Checkbox” but can be used when the user knows they will be adding multiple checkboxes in one section.
Horizontal Separator – This creates a horizontal line on the layout that can be used to split up sections within a group on the layout.
Table of Checkboxes – This lets the user create a table of checkboxes consisting of custom x- and y-axis values, eg.
Button – This creates a clickable button on the validation screen within the layout that can be set to one of three functions, including: Export, Export mit Sonderwunsch or Reject.
Extracted Tables -This allows you to place an area on the document layout that illustrates the table that gets extracted from the document. For information click here.
Invoice Buttons – This element lets you drag and drop a set of buttons that are optimized for invoices. When on the validation screen, when you select the invoice type (either cost or purchase) the PO Matching or Auto Accounting will disappear accordingly.
QR Code Fields – This element allows you to drag and drop a block that will display all the extracted information from a document when a QR code is present.
The user is able to create their own custom groups and fields for a document type, this can be done when originally creating a document type but also by selecting “Fields” when on the Document Types page in Settings.
In order to create the above space on the layout, a “Label” from the Form Elements must be used in a special way. The reason for this is that the Layout Manager operates according to a 100 space per line system in that 1 space represents 1 percent of a line, this means that fields can only take up 100 spaces per line as show below.
This means that the user must build the layout line by line according to this rule. For example let's say you would like to add the fields “Name” and “Date” in the same line but would like the “Name” field to be larger. This can be done by dragging and dropping the “Text” field from the Field Elements drop down and naming each field “Name” and “Date” as shown.
The problem now exists that they are both the same size of 33 (this is the default size of all dragged and dropped fields) but you would like the “Name” field to be larger than the “Date” field and both fields should take up the entire line on the layout. Therefore, by following the 100 percent rule, you can set the “Name” and “Date” fields to any combination of 100 that you would desire. This of course depends on how large you would like each individual field but for the purpose of this example we will set the “Name” field to 70 and the “Date” field to 30, the results are:
This same rule applies to all fields in the Layout Builder.
Now that this rule has been explained, creating blank spaces will make more sense. As previously mentioned, in order to create a blank space you have to use a “Label” from the Form Elements.
For example, let’s say that you would like to create a blank space between these two fields.
Step one is to drag and drop a “Label” between these two fields, once added you can click on the “Label” field you just added and on the left you will be presented with the properties of the field. Now, in the same way you would create or change the name of a field as shown previously, you will remove any name from the “Label” property like so
The result from doing this will then be
There is now a gap between the two fields. This gap can be extended or shortened according to the 100 percent rule discussed earlier, and with these functions you can create any desired layout.
DocBits excels in adapting document layouts according to their geographical origins while standardizing elements like currency formats based on user browser settings. Let’s explore how you can leverage the Layout Builder to customize layouts for different origins, such as the U.S. and Germany.
Currency and Format Standardization: Regardless of the original document’s currency or format, DocBits converts these elements into a standardized ISO format on the server, in line with the user’s browser settings.
Geographical Layout Customization: The system allows customization of document layouts based on their geographical origin. This means you can define specific fields and formats for documents from different countries.
U.S. Layout: For a U.S. invoice, you might include fields for city tax, aligning with the common tax structure in the U.S.
Germany Layout: In contrast, a German invoice layout may omit the city tax field, as it’s not a standard charge in Germany.
Select Origin Layout: In the Layout Builder, choose the base layout corresponding to the document’s origin.
Customize Fields: Adapt the layout by adding or removing fields. For instance, include ‘City Tax’ for a U.S. layout.
Apply and Test: Once customized, apply the layout to your documents and test to ensure accuracy.
Understand Regional Differences: Familiarize yourself with the tax and format nuances of different regions.
Consistent Updates: Regularly update your layouts to reflect any changes in regional regulations.
User Feedback: Utilize feedback from users in different regions to refine layouts further.
This feature by DocBits gives you an alternative to model classification as it allows you to write searchable regular expressions for a document type for classification and other purposes.
Document Type: The Regex Manager allows you to write regular expressions and this regex will then be searched for in the document, if it finds a match to the regex of a defined document, it then classifies that document to the corresponding document type. For example, if you wrote a regular expression to find “Gutschrift”. If DocBits found this term in a document it would classify that document as a credit note.
Document Origin: This lets DocBits know the country of origin of a document through regular expressions. For example, if a regular expression for a Spanish document contains the term “Factura”. If DocBits searches a document and finds this term then it would know that the document is of Spanish origin and classify it as such.
To find this feature in DocBits, from your Dashboard, navigate to Settings → Global Settings → Document Types. Within each of the created document types, there is a “Regex” option.
By clicking on “Regex” you will be taken to this menu, which displays the existing regex models that have been created as well as an “ADD” button for you to create new regex models.