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DocBits é uma solução de captura de documentos baseada em nuvem que aproveita o poder da Inteligência Artificial (IA) e Aprendizado de Máquina (ML) para reconhecer, classificar, analisar e extrair informações de vários tipos de documentos, independentemente de seu formato. Aqui está uma visão mais detalhada de seus principais recursos:
Reconhecimento de Documentos: O DocBits utiliza algoritmos de IA para identificar e reconhecer com precisão documentos, seja em formato físico ou arquivos eletrônicos.
Classificação de Documentos: Classifica os documentos em categorias relevantes, facilitando a organização e recuperação fácil.
Extração de Dados: Extrai dados críticos dos documentos, transformando informações não estruturadas em dados estruturados que podem ser integrados ao seu fluxo de trabalho.
Aprendizado de Máquina: O sistema aprende continuamente e melhora sua precisão de reconhecimento com cada documento processado, tornando-se mais eficiente ao longo do tempo.
Inteligência de Enxame: O DocBits utiliza inteligência de enxame para aprimorar suas capacidades de aprendizado, criando um sistema autoaperfeiçoável.
Login e Navegação: Como acessar o Docbits e navegar pela interface.
Configuração Inicial: Configurando o Docbits para uso pela primeira vez.
Envio de Documentos: Instruções para enviar documentos para o Docbits.
Revisão e Aprovação de Documentos:
Aprovação de Pedidos: Etapas para revisar e aprovar formulários de pedidos.
Processamento de Faturas: Guia sobre como processar faturas recebidas para pagamento.
Pesquisa e Recuperação: Como encontrar e acessar documentos dentro do Docbits.
Editar e Atualizar: Editando documentos e atualizando seu status.
Problemas Comuns: Soluções para problemas frequentes encontrados pelos usuários.
Contato de Suporte: Como entrar em contato com o suporte para assistência.
Bem-vindo ao DocBits, sua fonte abrangente de estratégias e insights de documentação. No DocBits, estamos dedicados a fornecer recursos de documentação claros, concisos e atualizados para usuários finais, administradores e parceiros.
DocBits Dashboard Guide
After logging in with your credentials, you will be redirected to the DocBits Dashboard homepage. This is the main page where you can see and manage all your imported documents.
Caso enfrente desafios ou tenha dúvidas ao usar o DocBits, consulte este manual do usuário ou entre em contato com nossa equipe de suporte para obter ajuda. Nosso compromisso é proporcionar uma experiência sem problemas para todos os usuários. Basta clicar no botão de suporte em seu aplicativo DocBits e você poderá criar um ticket de suporte.
Você também pode entrar em contato conosco por meio de nossa página FELLOPRO:
Na tela de Validação, você pode criar diretamente um Ticket e incluir uma captura de tela do problema.
À direita da barra de pesquisa, você encontrará outras ferramentas do painel.
Atualizar Lista: Isso é usado para atualizar o painel sem precisar atualizar a aba do seu navegador.
Configurações Avançadas: Mais informações sobre este tópico estão disponíveis mais adiante nesta página.
Análises: Isso fornece mais informações sobre os documentos que você carregou no DocBits.
Carregar: Mais informações sobre este tópico na próxima seção.
No Dashboard, clique no ícone de Configurações Avançadas conforme mostrado abaixo
Em seguida, o seguinte menu será exibido
Selecione o botão rotulado como "Definir colunas do painel para a organização" e uma lista de todos os nomes das colunas será exibida.
A partir deste menu, você pode selecionar os nomes das colunas e usar as setas para adicionar e remover as colunas desejadas.
To the right of the search bar, you will find other dashboard tools.
Refresh List: This is used to update the dashboard without having to refresh your browser tab.
Advanced Settings: More information on this topic is available further down this page.
Scan Document: Learn more about this feature here.
Analytics: This provides you with further insight about the documents you have uploaded to DocBits.
Upload: More information on this topic in the next section.
Document merge documents
Document merging allows you to combine multiple documents.
First, you need to select the documents you would like to merge. This can be done by selecting the checkboxes of the documents. Once you have selected the documents, click on the icon with three dots.
A menu will then be displayed, select the “Merge” option which can be found at the bottom.
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If you’re using DocBits software for document processing, it’s essential to understand the different document statuses that your files can have. Here’s a complete list of all the possible document statuses in DocBits:
WatchDog Start: The Watchdog module is starting.
WatchDog Split: The document is being split in Watchdog.
WatchDog Upload: The document is being uploaded in Watchdog.
Upload: The document is being uploaded.
OCR: Optical Character Recognition (OCR) is currently running on the document.
Classification: The document is being classified.
Zugferd import: A Zugferd document is being imported.
Ready for Validation: The document is ready for validation.
Zugferd export: A Zugferd document is being exported.
Workflow: A workflow is currently running with this document.
Pending approval: The document needs to be approved.
Pending second approval: The document needs to be approved a second time.
Auto Accounting: Automatic accounting is running.
Export: The document is being exported.
Error: An error occurred in the document.
Se você está procurando por um documento específico ou documentos, então você tem os seguintes recursos disponíveis. Dentro da barra de pesquisa, fornecemos várias ferramentas para encontrar o documento que você está procurando, a fim de acessá-los, selecione o ícone a seguir.
As seguintes opções de filtro estarão disponíveis para você.
Nós fornecemos a opção de filtrar por tipo de documento, status do documento, o responsável pelo documento e pela data.
Se deseja ver um registro detalhado de todos os documentos importados para o seu ambiente DocBits, siga estas etapas.
No seu Painel DocBits, selecione a opção Configurações Avançadas.
Após a barra de Configurações Avançadas aparecer, selecione o botão Registro de Importação.
Uma tabela então aparecerá com todos os documentos recentemente importados, bem como outras informações relevantes sobre eles.
The task counter is located in the upper-right corner of the Dashboard home page.
This is where you can see how many documents are in your queue for processing
and how many documents are now ready for validation.
The validation screen allows you to check, edit, and validate all the imported documents. You can see the name of the document, how many pages it consists of, the date it was imported, and its status. The actions button allows you to assign, restart, validate, or delete the document.
O recurso Tabela Extraída por IA permite aos usuários manipular e personalizar facilmente os dados extraídos do documento de fatura. Aqui estão as principais capacidades e instruções de uso:
Excluir Colunas: Se determinadas colunas na tabela extraída não forem necessárias, os usuários podem facilmente removê-las clicando no ícone "Excluir coluna" (representado por três pontos verticais) ao lado do cabeçalho da coluna. Isso ajuda a desobstruir a tabela e focar apenas nas informações relevantes.
Alterar Formato de Moeda: O formato da moeda pode ser alterado selecionando o formato desejado no menu suspenso ao lado do campo "Moeda". Isso garante que os valores da moeda sejam exibidos no formato preferido, facilitando a interpretação e análise dos dados financeiros.
Mostrar/Ocultar Colunas Não Mapeadas: Por padrão, apenas as colunas mapeadas (colunas com dados extraídos) são visíveis na tabela. No entanto, os usuários podem optar por mostrar ou ocultar as colunas não mapeadas clicando no botão "Ocultar colunas não mapeadas" ou "Mostrar colunas não mapeadas" na parte inferior da tabela. Esse recurso é útil quando os usuários desejam revisar todas as colunas disponíveis, mesmo que atualmente não contenham dados.
Alterar Cabeçalhos da Tabela: Os cabeçalhos da tabela (nomes das colunas) podem ser modificados clicando no cabeçalho e inserindo o nome desejado. Esse recurso permite aos usuários personalizar os nomes das colunas para melhor se alinharem com sua terminologia ou preferências, tornando os dados mais legíveis e compreensíveis.
Esses recursos oferecem aos usuários flexibilidade e controle sobre os dados extraídos, permitindo que adaptem as informações de acordo com suas necessidades e preferências específicas. A Tabela Extraída por IA tem como objetivo aprimorar a experiência do usuário, oferecendo uma maneira fluida e intuitiva de interagir e analisar os dados da fatura.
A guide to uploading documents to DocBits.
While navigating your documents in DocBits, if you would like to return to the main area of the Dashboard, you can simply press the escape (ESC) button on your keyboard and you will be returned to the main Dashboard menu (on the page which you entered the document you just exited from).
If you would like to integrate your SFTP with DocBits in order to import documents.
Requirements
Correctly configured, Linux compatible SFTP Server
SFTP Hostname, Username and Password
Dedicated Import folder
Import Configuration
From the Dashboard, open Settings and navigate to Import. Under FTP Import, select to add a new configuration.
Enter SFTP credentials in the given spaces and select save (The API Key field will automatically be filled with the API Key of the environment you are working on).
Once you have entered all the necessary details of your SFTP, click SAVE.
If you’re looking to import documents manually into DocBits, follow these simple steps:
Click on the Upload button on the DocBits Dashboard.
A window will appear where you can upload your documents via file browser or drag and drop. You can upload up to 10 documents at once.
To upload documents via file browser, click on the Upload Documents button and select the files you want to upload. Once you’ve selected the files, click on Confirm to start the upload process.
Alternatively, you can drag and drop your files onto the DocBits import window.
After the files have been uploaded, they will have the initial status of “Running”. During this time, the upload is being processed and editing the file is not possible. The processing time may vary depending on the size and complexity of the file.
Once the file has been processed, it will receive the status of “Ready For Validation”. You can now start the validation process.
Installation and Settings
After downloading the WatchDog.exe file, search for Command Prompt → Run as administrator on your Windows device.
Once this is opened, call the file by typing the path of where the WatchDog.exe file is stored on your device like below
Type install after the file path and press ENTER on your keyboard
You should receive the following error message as it will start the application in UI mode and there is no configuration present yet.
The application will automatically open up after installation. At the top, navigate to Einstellungen (Settings) and here you will see 2 separate sections.
Folder settings (Ordner Einstellungen)
This is where you will configure the file pathways for where the documents will be read and processed. The read pathway will be for the documents that you want WatchDog to extract and process, whereas the processed pathway will be used to indicate which documents from the read folder where extracted and processed.
General settings (Allgemeine Einstellungen)
This is where you will configure your DocBits application with WatchDog. You will be required to enter your DocBits environment, API key and the document type (as indicated above). To add more than one document type, separate the names of the document types with a comma (INVOICE,DELIVERY-NOTE,PURCHASE-ORDER, etc.)
If an invalid configuration is entered for any of the fields, you will receive an error message like the one below.
Once this is complete, go back to the Command Prompt area and re-run the WatchDog.exe file and this time it will be correctly installed due to the configurations now being present
To start the application is UI mode, run the following command
If you just want to start the application, run this command instead.
Auto Start
In order to set up the WatchDog app in a manner that allows it to automatically start once you turn your system on.
Simply open “Services” in the settings of your Windows machine.
Search for WatchDog in the local services and open the service (double-click on the entry)
In the above menu you will have the following options for automatic starting:
Select Automatic, the service will start on boot
Automatic (Delayed Start), this will wait 2 minutes after boot to start the service
With the Webhook API provided below, you can easily transfer documents directly to DocBits with a simple POST request. This API is designed to simplify the process of uploading files to DocBits, and all the necessary parameters are already filled in for you.
To get started, simply go to the following page (depending on the environment you are using):
PROD: https://api.docbits.com/docs#/document/process_documents_document_process_documents_post
SANDBOX: https://sandbox.api.docbits.com/docs#/document/process_documents_document_process_documents_post
STAGE: https://stage.api.docbits.com/docs#/document/process_documents_document_process_documents_post
Make a call to the API using your API key. You can also include the file you want to upload as a parameter in your call.
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Go to the Settings menu and select “Import” under Document Processing.
Scroll to the bottom of the page and select the NEW button to create a new email import.
After pressing NEW, the following menu will be shown to you.
Here you can select which Protocol you would like.
Here you just need to enter the required information for your email provider, encryption, server name, port, username, email address, password as well as the email folder.
Things to Note
Input all needed information into the UI. Other information like the server, port, etc. Depends on the host (a quick Google search should help).
Folder and Move-Imported have the same Function here. Folder can not be disabled, but will use Inbox by default if left empty.
Here you just need to enter your desired sub organization and press ‘Authenticate’
You will be taken to this Microsoft page and you will need to enter a code.
This code can be found by clicking back to DocBits and the code will be displayed there like below, simply copy the code and enter it into the Microsoft page. Thereafter you will need to enter your own Microsoft credentials.
Press the FINISH AUTHENTICATION button and you will be taken to this menu
Use Folder
If you are using a folder other than your inbox, enter the folder name after enabling the slider.
Use Shared Mailbox
If you want the email import to access an inbox or a folder of a shared mailbox, input the email address here after enabling the slider.
Move imported emails to trash
If you want to import all emails, not just the unread ones, and have them moved to trash then activate this. If not, it will only check for unread emails, import the documents, set the email to read and leave it in its current place.
In the event of you receiving an error message indicating you do not have the rights to establish such a connection, someone with admin rights within Azure would need to authorize this connection. For more information, visit the following page: https://learn.microsoft.com/en-us/entra/identity/enterprise-apps/grant-admin-consent?pivots=portal#grant-tenant-wide-admin-consent-in-enterprise-apps
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Help icons have been placed all around DocBits in order to assist you in learning and understanding what a feature really does and how it can assist you with your document processing.
These help icons look as follows
This is a tool available to you, on the validation screen, in the event of some sort of issue occurring when validating your document in DocBits.
This feature is located in the menu above the document preview area, like below
Once clicked, the following ticket form will be displayed to you.
This is where you will fill in your details as well as describe the error. You can also ,if applicable, attach a screenshot of the issue and attach a relevant file.
This is a tool available to you, on the validation screen, in the event of some sort of issue occurring when validating your document in DocBits.
This feature is located in the menu above the document preview area, like below
Once clicked, the following ticket form will be displayed to you.
This is where you will fill in your details as well as describe the error. You can also ,if applicable, attach a screenshot of the issue and attach a relevant file.
Help icons have been placed all around DocBits in order to assist you in learning and understanding what a feature really does and how it can assist you with your document processing.
These help icons look as follows
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A seção Tipos de Documentos lista todos os tipos de documentos reconhecidos e processados pelo DocBits. Os administradores podem gerenciar vários aspectos, como layout, definições de campos, regras de extração e muito mais para cada tipo de documento. Essa personalização é fundamental para garantir o manuseio preciso de dados e conformidade com os padrões organizacionais.
Lista de Tipos de Documentos:
Cada linha representa um tipo de documento, como Fatura, Nota de Crédito, Nota de Entrega, etc.
Os tipos de documentos podem ser padrão ou personalizados, conforme indicado por rótulos como "Padrão".
Editar layout: Esta opção permite aos administradores modificar as configurações de layout do documento, que incluem definir como o documento aparece e onde os campos de dados estão localizados.
Subtipos de Documentos: Se algum tipo de documento tiver subcategorias, esta opção permite que os administradores configurem configurações específicas para cada subtipo.
Colunas da Tabela: Personalize quais colunas de dados devem aparecer quando o tipo de documento é visualizado em listas ou relatórios.
Campos: Gerencie os campos de dados associados ao tipo de documento, incluindo adicionar novos campos ou modificar os existentes.
Treinamento do Modelo: Configure e treine o modelo usado para reconhecer e extrair dados dos documentos. Isso pode envolver a definição de parâmetros para modelos de aprendizado de máquina que melhoram com o tempo e mais dados.
Regex: Configure expressões regulares que são usadas para extrair dados dos documentos com base em padrões. Isso é particularmente útil para extração de dados estruturados.
Scripts: Escreva ou modifique scripts que executam regras de processamento personalizadas ou fluxos de trabalho para documentos deste tipo.
EDI (Intercâmbio Eletrônico de Dados): Configure configurações relacionadas à troca de documentos em formatos eletrônicos padronizados.
O Gestor de Layout permite aos administradores configurar e modificar visualmente o layout dos tipos de documento, definindo propriedades para vários campos de dados e grupos dentro de um documento. Esta interface ajuda a garantir que os modelos de extração e os pontos de entrada de dados manuais estejam alinhados precisamente com a estrutura do documento digitalizado ou carregado no Docbits.
Grupos e Campos:
Grupos: Unidades organizacionais dentro de um tipo de documento que categorizam campos relacionados (por exemplo, Detalhes da Fatura, Detalhes de Pagamento). Estes podem ser expandidos ou recolhidos e organizados para refletir o agrupamento lógico no documento real.
Campos: Pontos de dados individuais dentro de cada grupo (por exemplo, Número da Fatura, Termos de Pagamento). Cada campo pode ser personalizado quanto à forma como os dados são capturados, exibidos e processados.
Painel de Propriedades:
Este painel exibe as propriedades do campo ou grupo selecionado, permitindo uma configuração detalhada, como:
Rótulo: O rótulo visível para o campo na interface do usuário.
Nome do Campo: O identificador técnico usado dentro do sistema.
Largura do Elemento em Percentagem: Determina a largura do campo em relação ao layout do documento.
Índice de Tabulação: Controla a ordem de tabulação para navegação.
Executar Script na Alteração: Se deve executar um script quando o valor do campo muda.
Exibir Rótulo à Esquerda: Se o rótulo é exibido à esquerda do campo ou acima dele.
É Textarea: Especifica se o campo deve ser uma área de texto, acomodando quantidades maiores de texto.
Selecionar Tipo de Modelo: Opção para selecionar qual tipo de modelo lidará com a extração deste campo.
Comprimento do Campo: Comprimento máximo dos dados a serem aceitos neste campo.
Palavras-Chave Proibidas: Palavras-chave que não são permitidas dentro do campo.
Pré-visualização do Modelo:
Mostra uma pré-visualização em tempo real de como o documento aparecerá com base na configuração de layout atual. Isso ajuda a garantir que o layout corresponda à estrutura real do documento e é vital para testar e refinar a configuração de processamento do documento.
Os Tipos de Documentos Secundários são essencialmente versões especializadas dos principais tipos de documentos. Por exemplo, sob o tipo de documento principal "Fatura," pode haver subtipos como "Fatura Padrão," "Fatura Pro-forma" e "Fatura de Crédito," cada um com requisitos de dados ligeiramente diferentes ou regras de processamento.
Lista de Subtipos:
Cada linha representa um subtipo de um tipo de documento principal.
Inclui o nome do subtipo e um conjunto de ações que podem ser realizadas nele.
Ações:
Campos: Configure quais campos de dados estão incluídos no subtipo e como eles são gerenciados.
Editar Layout: Modifique o layout visual para como as informações são exibidas e inseridas para este subtipo.
Scripts: Anexe ou edite scripts que executam operações específicas quando documentos deste subtipo são processados.
Copiar: Duplicar uma configuração de subtipo existente para usar como base para uma nova.
Excluir: Remover o subtipo se não for mais necessário.
Adicionar Novos Subtipos:
O botão "+ Novo" permite que os administradores criem novos subtipos, definindo propriedades e regras exclusivas conforme necessário.
Os Tipos de Documentos Secundários no DocBits fornecem uma maneira flexível e poderosa de lidar com uma variedade de documentos dentro de um único sistema, garantindo que cada tipo e subtipo seja processado com precisão e eficiência de acordo com suas especificações exclusivas.
A interface Colunas da Tabela no Docbits é usada para especificar as colunas que aparecem em tabelas de dados para cada tipo de documento. Cada coluna pode ser configurada para armazenar tipos específicos de dados, como strings ou valores numéricos, e pode ser essencial para funções de classificação, filtragem e relatórios dentro do Docbits.
Configuração da Coluna:
Nome da Coluna: O identificador da coluna no banco de dados.
Título: O título legível por humanos da coluna que aparecerá na interface.
Tipo de Coluna: Define o tipo de dados da coluna (por exemplo, STRING, VALOR), o que determina que tipo de dados pode ser armazenado na coluna.
Nome da Tabela: Indica a qual tabela a coluna pertence, vinculando-a a um tipo de documento específico como INVOICE_TABLE.
Ações:
Editar: Modificar as configurações de uma coluna existente.
Excluir: Remover a coluna da tabela, o que é útil se os dados não forem mais necessários ou se a estrutura de dados do tipo de documento mudar.
Adicionando Novas Colunas e Tabelas:
Adicionar Nova Coluna de Tabela: Abre um diálogo onde você pode definir uma nova coluna, incluindo seu nome, se é obrigatório, seu tipo de dados e a tabela à qual pertence.
Criar Nova Tabela: Permite a criação de uma nova tabela, definindo um nome único que será usado para armazenar dados relacionados a um conjunto específico de tipos de documento.
Esta seção é vital para manter a integridade estrutural e usabilidade dos dados dentro do sistema Docbits, garantindo que os dados extraídos de documentos sejam armazenados de forma organizada e acessível.
O Treinamento do Modelo permite aos administradores supervisionar e gerenciar o treinamento de modelos de aprendizado de máquina específicos para cada tipo de documento. Ao fornecer uma interface estruturada para importar dados de amostra, treinar modelos e testar seu desempenho, o Docbits garante que suas capacidades de extração de dados melhorem continuamente ao longo do tempo.
Visão Geral das Métricas:
Amostra: Número de documentos de amostra usados para treinamento.
Exportados: Número de documentos que foram exportados com sucesso após o processamento.
Empresa Σ: Número total de documentos específicos da empresa processados.
Total Σ: Número total de documentos processados em todas as categorias.
Opções de Treinamento e Teste:
Importar: Permite aos administradores importar novos conjuntos de dados de treinamento, que são tipicamente amostras estruturadas de documentos que devem ser reconhecidos pelo sistema.
Treinar Modelo: Inicia o processo de treinamento usando os dados importados para aprimorar as capacidades de reconhecimento e extração do sistema.
Testar Classificação: Permite testar o modelo para avaliar seu desempenho na classificação e extração de dados de documentos novos ou não vistos.
Botões de Ação:
Criar Campo: Adicionar novos campos de dados que o modelo deve reconhecer e extrair.
Ações: Este menu suspenso pode incluir opções como visualizar detalhes, editar configurações ou excluir dados de treinamento.
No DocBits, as configurações de Regex permitem que os administradores definam padrões personalizados que o sistema usa para encontrar e extrair dados de documentos. Este recurso é especialmente útil em situações em que os dados precisam ser extraídos de texto não estruturado ou quando os dados seguem um formato previsível que pode ser capturado usando padrões de regex.
Gerenciando Regexes:
Adicionar: Permite que você crie um novo padrão de regex para um tipo de documento específico.
Salvar Alterações: Salva modificações nas configurações de regex existentes.
Padrão: Aqui, você pode definir o padrão de regex que corresponde ao formato de dados específico necessário.
Origem: É a Origem do Documento - Por exemplo, você pode definir um Regex diferente na Alemanha
No Docbits, as configurações de EDI fornecem ferramentas para definir e gerenciar a estrutura e o formato de mensagens EDI que correspondem a vários tipos de documentos, como faturas ou pedidos de compra. As configurações permitem a personalização das mensagens EDI para cumprir com os padrões e requisitos específicos de diferentes parceiros comerciais e indústrias.
Elementos de Configuração EDI:
Descritor de Estrutura: Define a estrutura básica do documento EDI, incluindo a ordenação de segmentos, campos obrigatórios e qualificadores necessários para que o documento EDI seja válido.
Transformação: Especifica as transformações aplicadas para converter os dados do documento em uma mensagem formatada em EDI. Isso geralmente envolve a especificação de mapeamentos de campos do documento para segmentos e elementos EDI.
Visualização: Permite que os administradores vejam como a mensagem EDI ficará após a transformação, ajudando a garantir a precisão antes da transmissão.
Caminhos de Extração: Mostra os caminhos usados para extrair valores do documento, que são então usados para preencher a mensagem EDI.
Editor XSLT:
Usado para editar e validar o XSLT (eXtensible Stylesheet Language Transformations) usado no processo de transformação. XSLT é uma linguagem poderosa projetada para transformar documentos XML em outros documentos XML ou em outros formatos como HTML, texto ou até mesmo outras estruturas XML.
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.
A configuração de Campos fornece uma interface de usuário onde os administradores podem gerenciar as propriedades e o comportamento dos campos de dados individuais associados a um tipo de documento. Cada campo pode ser ajustado para otimizar a precisão e eficiência da captura e validação de dados.
Configuração de Campos:
Nomes dos Campos: Lista os nomes dos campos, geralmente correspondentes aos elementos de dados dentro do documento, como "Número da Fatura" ou "Data do Pedido de Compra".
Obrigatório: Os administradores podem marcar campos como obrigatórios, garantindo que os dados devem ser inseridos ou capturados para que esses campos completem o processamento do documento.
Somente Leitura: Os campos podem ser definidos como somente leitura para evitar modificações após a captura de dados ou durante certas etapas do processamento do documento.
Oculto: Os campos podem ser ocultos da visualização na interface do usuário, útil para informações sensíveis ou para simplificar os fluxos de trabalho do usuário.
Configurações Avançadas:
Forçar Validação: Garante que os dados inseridos em um campo passem por certas regras de validação antes de serem aceitos.
OCR (Reconhecimento Óptico de Caracteres): Este interruptor pode ser ativado para habilitar o processamento de OCR para um campo específico, útil para extração automatizada de dados de documentos digitalizados ou digitais.
Pontuação de Correspondência: Os administradores podem definir uma pontuação de correspondência, um limiar usado para determinar o nível de confiança no reconhecimento ou correspondência de dados, impactando como a validação de dados e os controles de qualidade são realizados.
Botões de Ação:
Criar Novo Campo: Permite adicionar novos campos ao tipo de documento.
Ícones de Edição: Cada campo possui um ícone de edição que permite aos administradores configurar ainda mais as configurações específicas do campo, como tipo de dados, valores padrão ou lógica de negócios conectada.
Salvar Configurações: Confirma as alterações feitas nas configurações do campo.
Na configuração "Expiração de Documentos" sob a seção "PROCESSAMENTO DE DOCUMENTOS", você pode configurar os cronogramas de exclusão automática para seus documentos dentro do sistema. Este recurso é particularmente útil para gerenciar políticas de retenção de dados e garantir conformidade com padrões legais ou organizacionais relacionados ao armazenamento de documentos.
Aqui está o que cada configuração faz:
Excluir documento após: Este menu suspenso permite definir o período de tempo após o qual um documento processado será excluído automaticamente do sistema. Você pode escolher entre opções predefinidas como 48 Horas, 1 Semana, 2 Semanas ou 4 Semanas. Isso ajuda a gerenciar espaço e manter políticas de ciclo de vida de documentos.
Excluir documento finalizado após: Semelhante à configuração anterior, mas direciona especificamente os documentos finalizados ou totalmente processados. Ele permite as mesmas opções de período de tempo para exclusão, garantindo que os documentos concluídos não sejam armazenados por mais tempo do que o necessário.
Ambas as configurações garantem que os documentos não sejam mantidos indefinidamente em seu sistema, ajudando a evitar o uso desnecessário de armazenamento e mantendo o fluxo de trabalho de processamento de documentos livre de bagunça. Essas configurações são vitais para organizações que precisam cumprir requisitos regulatórios específicos sobre retenção de documentos.
As configurações de "Importação" no seu sistema de processamento de documentos permitem que você configure como os documentos são importados para o sistema a partir de várias fontes, incluindo configurações para FTP (Protocolo de Transferência de Arquivos) e e-mail. Aqui está uma explicação dessas configurações:
Configurações do Documento:
Restringir a páginas: Isso permite limitar o processamento a um certo número de páginas de cada documento.
Dias de Termos de Pagamento: Define os termos de pagamento padrão (em dias) que podem ser aplicados aos documentos.
Padrão de Data: Define o padrão para como as datas devem ser reconhecidas e formatadas dentro dos documentos importados.
Importação FTP:
Tipo: Define o tipo de protocolo FTP a ser usado (por exemplo, SFTP).
URL do Servidor: O endereço do servidor de onde os documentos serão buscados.
Nome de Usuário e Porta: Credenciais e número da porta para acessar o servidor FTP.
Diretório Padrão: Especifica o diretório no servidor FTP de onde os arquivos serão importados.
A opção adicional de adicionar novos dados inclui campos como:
Senha: Para autenticação.
Padrões de Correspondência de Nomes de Arquivos: Para especificar quais arquivos importar com base em seus nomes.
Sub-Organizações: Selecionar a qual sub-organização as configurações de importação devem ser aplicadas.
Importação por E-mail:
Endereço de E-mail: Configure uma conta de e-mail para onde os documentos podem ser enviados para importação.
Nome de Usuário e Senha: Credenciais para acessar a conta de e-mail.
Protocolo e Criptografia: Especifique o protocolo (IMAP, POP3) e o tipo de criptografia.
Mesclar documentos anexados: Opção para combinar todos os documentos anexados em um único documento durante a importação.
Isso também permite especificar sub-organizações para um controle mais preciso sobre para onde os e-mails são direcionados dentro da estrutura organizacional.
Qualidade do OCR:
Esta configuração permite definir a porcentagem mínima de qualidade do OCR necessária para que um documento seja processado automaticamente. Inclui um controle deslizante que você pode ajustar para definir o limite, como 75%, abaixo do qual o sistema não pode garantir uma extração bem-sucedida. Se a qualidade do OCR de um documento cair abaixo desse limite, você pode optar por fazer com que o sistema tome ações específicas, como executar novamente o OCR após confirmação manual.
Configurações gerais de OCR:
Usar E-Text se disponível: Esta opção, quando ativada, permite que o sistema utilize texto eletrônico incorporado em PDFs ou outros tipos de documentos para melhorar a precisão.
Usar DESKEW se disponível: Esta funcionalidade corrige o alinhamento do documento, o que ajuda a melhorar a precisão do OCR endireitando digitalizações inclinadas.
Configurações de OCR para tabelas:
Usar dados de IA para tabelas se disponível: Esta configuração permite o uso de tecnologias de IA para reconhecer e extrair melhor tabelas de documentos digitalizados, aproveitando modelos de aprendizado de máquina para identificar e estruturar dados tabulares com precisão.
Configurações de OCR para os campos de cabeçalho:
Usar Extração de Regras: Quando ativada, esta configuração permite que o sistema aplique regras predefinidas para extrair dados dos campos de cabeçalho, o que pode ser crítico para identificar corretamente seções de documentos como números de fatura, datas, etc.
Usar Extração de IA: Esta opção utiliza modelos de IA para extrair inteligentemente campos de cabeçalho, o que pode ser mais adaptável a variações em layouts e estilos de documentos.
As configurações de "Classificação e Extração" no seu sistema de processamento de documentos fornecem opções para configurar como os documentos são tratados automaticamente ao serem inseridos:
Divisão de Documentos: Essa configuração permite que você escolha se deseja dividir os documentos com base em critérios específicos ou mantê-los como um único documento. Isso pode ser útil ao processar documentos que possuem várias seções distintas, mas são carregados como um único arquivo.
Formatação de Quantidade: Aqui, você pode habilitar opções como arredondamento dos valores totais em pedidos. Isso garante que os dados extraídos estejam alinhados com os formatos e regras financeiras esperadas, reduzindo erros no processamento financeiro.
Extração de Tabelas: Essa funcionalidade permite a extração automatizada de dados de tabelas dentro dos documentos. Você pode especificar se deseja extrair todas as tabelas, apenas aquelas relevantes para fins de custos, ou identificar e extrair automaticamente códigos fiscais. Isso melhora significativamente a precisão e eficiência da extração de dados de formatos estruturados dentro dos documentos.
Configurar Regra de Classificação: Essa opção permite que você defina padrões e critérios específicos que ajudam o sistema a classificar e categorizar automaticamente os documentos conforme são processados. Isso pode ser baseado em padrões de texto, tipos de documentos ou outros metadados associados aos documentos.
A "Pesquisa de Dados Mestre" nas configurações de processamento de documentos permite uma abordagem abrangente e integrada para gerenciar e validar os dados do seu documento, sincronizando-os com o sistema ERP Infor. Veja como isso ajuda a simplificar a validação e aprimoramento do processamento de documentos dentro do seu ambiente ERP:
Gestão Centralizada de Dados: Este recurso atua como um repositório central onde dados de várias fontes, como fornecedores, endereços de clientes, códigos fiscais e outros, podem ser armazenados e gerenciados. Ele fornece um único ponto de referência para todos os dados mestres, garantindo consistência e precisão em toda a organização.
Validação Contra Dados do ERP: Ao sincronizar dados mestres, como informações de fornecedores do Infor para o Docbits, você pode validar automaticamente os dados extraídos de documentos em relação aos seus dados do ERP. Isso garante que as informações processadas (como nomes de fornecedores, endereços e códigos fiscais) correspondam aos dados mantidos em seu sistema ERP, minimizando erros e discrepâncias.
Facilita a Automação: Ter um sistema robusto de pesquisa de dados mestre ajuda na automação do processamento de documentos recebidos. Por exemplo, pedidos de compra ou faturas podem ser verificados automaticamente quanto à correção dos dados do fornecedor, aprovados se corresponderem ou sinalizados para revisão se forem encontradas discrepâncias.
Aprimora a Integridade dos Dados: Atualizações regulares do seu sistema ERP para a pesquisa de dados mestre garantem que os dados usados para o processamento de documentos estejam atualizados. Isso reduz o risco de processar documentos com base em informações desatualizadas, aprimorando assim a integridade geral das transações comerciais.
Eficiência no Processamento de Documentos: Com os dados mestres diretamente vinculados e constantemente atualizados, o processamento de documentos se torna mais eficiente. Os documentos podem ser classificados e encaminhados automaticamente com base nos critérios específicos definidos nos dados mestres, como termos específicos de fornecedores ou regulamentos fiscais aplicáveis a diferentes tipos de transações.
Veja aqui como Importar Dados Mestres
A configuração "Lista de Valores" em seu sistema de processamento de documentos é essencialmente um repositório central para gerenciar valores predefinidos que podem ser usados em vários formulários e campos dentro do sistema. Essa configuração é particularmente útil para padronizar a entrada de dados e garantir consistência em documentos processados pelo sistema.
Segmentação por Tipo: Cada seção, como "ISO_Currency", "Invoice_Sub_Type", "Invoice_Type" e "Test", representa uma categoria diferente de valores predefinidos. Essas categorias são usadas para gerenciar diferentes tipos de entradas de dados relevantes para seus contextos específicos dentro do sistema.
Valores e Sinônimos: Sob cada categoria, você pode definir vários valores. Por exemplo, sob "Invoice_Sub_Type", valores como "Fatura de Custo" e "Fatura de Compra" são listados. Além disso, você tem a capacidade de atribuir sinônimos a esses valores, aprimorando a flexibilidade e alcance da captura de dados. Por exemplo, "Fatura de Custo" tem sinônimos como "Kostenrechnung" e "Cost Invoice".
Uso em Sub-Organizações: Esses valores também podem ser específicos para determinadas sub-organizações em sua configuração, permitindo a personalização e localização dos fluxos de trabalho de processamento de documentos.
Adição e Gerenciamento de Valores: Através da ação "Adicionar Linha", você pode introduzir novos valores e sinônimos às listas, e as "Ações" permitem editar ou excluir entradas existentes.
Na seção "Configurações de Exportação" das configurações de Processamento de Documentos, você gerencia como os documentos são exportados após o processamento. Isso inclui configurar vários métodos de exportação adaptados a necessidades específicas, como transferências de arquivos diretas ou integração com sistemas empresariais como o Infor. Aqui está uma análise das opções e funcionalidades dentro dessa configuração:
Seleção do Método de Exportação: Você pode escolher como os documentos devem ser exportados. Métodos comuns incluem SFTP, webhooks e integração direta com sistemas como Infor IDM (Infor Document Management), Infor ION (Intelligent Open Network) e outras opções relacionadas ao Infor. Cada método suporta diferentes tipos de fluxos de trabalho e requisitos de integração.
Detalhes da Configuração:
Para SFTP, geralmente é necessário especificar a URL do servidor, nome de usuário, senha e a pasta de destino onde os documentos serão enviados.
Para integrações com Infor, pode ser necessário configurar mapeamentos específicos ou fornecer chaves de API para garantir que os documentos sejam processados corretamente e enviados para o ecossistema Infor, alinhando-se com a estrutura de dados existente e os fluxos.
Personalização: Dependendo do tipo de documento (por exemplo, faturas, confirmações de pedidos) e da sub-organização, diferentes configurações de exportação podem ser configuradas para atender a regras de negócios variadas ou requisitos de conformidade.
Flexibilidade de Integração: A interface permite que várias configurações de integração estejam ativas simultaneamente, permitindo que os usuários lidem eficientemente com vários tipos de documentos e destinos. Essa configuração modular garante que diferentes partes do negócio possam usar fluxos de trabalho personalizados sem afetar uns aos outros.
Adição e Edição de Configurações: Os usuários podem adicionar novas configurações ou editar as existentes especificando detalhes como tipo de documento, método de exportação e credenciais ou configurações específicas do método de exportação escolhido.
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Contabilidade Automática: O DocBits oferece funcionalidade de contabilidade automatizada, simplificando o processo de lidar com transações financeiras associadas a pedidos de compra (POs) e outros documentos.
Integração com M3: Integração com o M3, uma solução de software ERP, permitindo interação perfeita entre o DocBits e o M3 para aprimoramento da gestão e processamento de documentos.
Painel de PO: Um painel centralizado dentro do DocBits especificamente projetado para gerenciar e monitorar pedidos de compra, fornecendo insights e análises para um acompanhamento e tomada de decisão eficientes.
Painel de Ordem de Envio: Semelhante ao Painel de PO, esse recurso foca em gerenciar e monitorar ordens de envio, facilitando operações logísticas suaves.
Painéis v2: Uma versão atualizada da interface do painel, provavelmente com uma experiência de usuário aprimorada e recursos adicionais para uma usabilidade aprimorada.
Painel de Envio Avançado: Um painel especializado para monitoramento avançado e gerenciamento de atividades relacionadas ao envio, oferecendo insights e funcionalidades mais aprofundadas.
Portal de Fornecedores: Um portal dentro do DocBits dedicado aos fornecedores, permitindo que eles interajam e colaborem com o sistema, aprimorando a comunicação e eficiência na cadeia de suprimentos.
Construtor de Fluxo de Trabalho: Uma ferramenta para criar e personalizar fluxos de trabalho dentro do DocBits, permitindo que os usuários definam processos específicos e automatizem o manuseio de documentos de acordo com seus requisitos comerciais exclusivos.
Construtor de Layout: Permite aos usuários projetar e personalizar o layout de documentos dentro do DocBits, garantindo alinhamento com padrões de marca e usabilidade.
Modo de Anotação: Um recurso que permite aos usuários fazer anotações e marcações diretamente na interface do DocBits, facilitando a colaboração e feedback.
Mostrar relatório: Funcionalidade para gerar e exibir relatórios dentro do DocBits, fornecendo insights e análises sobre vários aspectos do processamento e gerenciamento de documentos.
Modelos e Etiquetas: Ferramentas para definir e configurar modelos de reconhecimento de documentos e etiquetas dentro do DocBits, aprimorando a precisão e eficiência no processamento de documentos.
Script de Documento: Provavelmente um recurso para script e automatizar ações ou processos específicos relacionados ao manuseio de documentos dentro do DocBits.
Digitalização de Documentos: Capacidade de digitalizar documentos físicos e importá-los para o DocBits para processamento e gerenciamento digital.
Extração de QR-Code: Um recurso para extrair informações de códigos QR incorporados em documentos, permitindo a captura e processamento automatizados de dados.
Dados Mestres Personalizados: Permite aos usuários definir e gerenciar campos e atributos de dados mestres personalizados dentro do DocBits, adaptando o sistema às necessidades comerciais específicas.
Tarefas e Notificações: Funcionalidade para gerenciar tarefas e receber notificações dentro do DocBits, garantindo ação e comunicação oportuna em relação às atividades de processamento de documentos.
Atualizador de ACL do IDM: Este módulo provavelmente lida com a atualização e gerenciamento de listas de controle de acesso (ACLs) dentro do DocBits, garantindo permissões adequadas e segurança para acesso e manuseio de documentos.
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.
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 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.
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 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.
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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 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.
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.
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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. ``
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 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)
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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.
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Propósito do "Quando"
A seção "Quando" em uma configuração de fluxo de trabalho define as condições de acionamento que iniciam uma ação de fluxo de trabalho específica. Essas condições são baseadas em critérios especificados relacionados aos atributos do documento ou atividades do usuário dentro do sistema ERP.
Como Funciona
Na sua interface, o "Quando" parece ser um ponto de partida onde os usuários podem selecionar diferentes cartões de acionamento. Cada cartão especifica condições sob as quais ações subsequentes (definidas em outra seção da configuração do fluxo de trabalho, provavelmente rotulada como "Ação") serão executadas.
Cartões de Condição de Tipo de Documento
Os cartões exibidos na captura de tela são variações das condições de "Tipo de Documento", que são usadas para acionar fluxos de trabalho com base no tipo de documento em processamento. Aqui está uma análise de cada tipo de cartão de condição mostrado:
Tipo de documento (Operador) um de (Tipo): Este cartão aciona uma ação quando o tipo de um documento corresponde a um dos tipos especificados em uma lista. O operador pode incluir opções como "é" ou "não é", permitindo condições inclusivas ou exclusivas.
Tipo de documento (Operador) (Tipo): Esta variante mais simples é acionada com base em uma única condição de tipo de documento. Normalmente, verifica se o tipo de documento "é" ou "não é" um tipo específico, sem a opção de selecionar vários tipos.
Seleção do Tipo de Condição: Os usuários começam selecionando um tipo de condição relevante para o fluxo de trabalho que desejam automatizar. Neste caso, os tipos de documento são o foco.
Definindo o Operador: Os usuários devem decidir o operador lógico — como "é" ou "não é" — que estabelece a base para comparar os tipos de documento reais em relação às condições definidas.
Especificar Tipos de Documento: Dependendo do cartão, os usuários podem selecionar um ou vários tipos de documento que acionarão o fluxo de trabalho quando documentos desses tipos forem processados.
Finalizando o Acionamento: Uma vez que a condição é configurada, ela se torna a base para acionar ações específicas definidas no fluxo de trabalho. Se um documento atender à condição definida, as ações definidas serão iniciadas automaticamente.
Na prática, esses cartões de acionamento são cruciais para automatizar processos como aprovações, notificações ou qualquer procedimento que dependa do tipo de documento em questão. Por exemplo, se um tipo de documento "é" uma "Fatura" e corresponder às condições definidas no cartão "Quando", o fluxo de trabalho pode encaminhar automaticamente o documento para processamento de pagamento.
Essa configuração garante que os fluxos de trabalho sejam não apenas eficientes, mas também adaptados às necessidades operacionais específicas da organização, reduzindo a supervisão manual e acelerando os processos de manipulação de documentos.
Em resumo, a parte "Quando" da configuração do seu fluxo de trabalho trata de preparar o terreno para ações automatizadas com base em condições específicas e predefinidas. É uma ferramenta poderosa para garantir que seu sistema ERP reaja dinamicamente às necessidades do negócio, aprimorando tanto a produtividade quanto a precisão na gestão de documentos.
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.
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.
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.
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Workflow Documentation
To keep an overview, you can give the workflows different headings so that you can immediately know what task this workflow is about.
Create a new Workflow: Click on + ADD WORKFLOW
You can use these workflows (Test 1,2,3) to automatically assign various documents to the right employee in the company.
If an invoice or other document exceeds a certain total amount that requires prior review and approval, these documents can be immediately assigned to the correct person.
Test 1: Logic Card
When: Assignee is: Amier Haider
And: Document type is: Invoice
Then: Assign document to: Stefan Reppermund
Test 2: Logic Card
When: Assignee is: Amier Haider
And: Document type is: Delivery Note
Then: Assign document to: James Edwards
Test 3: Logic Card
When: Assignee is: Amier Haider
And: Document type is: Order Confirmation
Then: Assign document to: Anian Sollinger
It is also possible, if the document is not assigned to a single person, to assign it to a specific employee from the start.
For an easier overview of what should happen to a document, you can set the status for incoming documents in this workflow. This workflow makes it possible to immediately see whether there is, for example, a pending approval.
Test 4: Logic Card
When: Document type is: Delivery Note
And: Assignee is: Amier Haider
Then: Change Status to: Pending Approval
Test 5: Logic Card
When: Document type is: Invoice
And: Assignee is: Stefan Reppermund
Then: Change Status to: Pending Second Approval
If an invoice or other document exceeds a certain total amount that requires prior review and approval, these documents can be assigned to the right person immediately.
Test 6: Logic Card
When: Assignee is: Amier Haider
And: Docfield total_amount is Greater than 500
Then: Assign document to: Asad Usman Khan
It is also possible to enter the status into the workflow, so the assigned person can immediately see what status this document is and what should happen next with it.
Test 7: Logic Card
When: Assignee is: Amier Haider
And: Docfield total_amount is Greater then 500
Then: Assign document to: Asad Usman Khan
Change Status to: Pending Approval
For example, if certain or important information is missing from a document, but is important and must be included for further processing, you can set up the workflow so that these documents are immediately forwarded to the buyer and a substitute (replacement).
Test 9:
The Workflow with these logic cards is designed to automatically verify that the quantity, unit price, or discount detailed in an order confirmation matches the corresponding figures in the purchase order. This verification ensures consistency and accuracy between what was ordered and what the supplier confirms to deliver.
You can give these documents a specific status or assign them to a specific employee.
Logic Card: Quantity or Unit Price or Discount Match
This logic card is designed to automatically verify that the quantity, unit price, or discount detailed in an order confirmation matches the corresponding figures in the purchase order. This verification ensures consistency and accuracy between what was ordered and what the supplier confirms to deliver.
Trigger Condition
The logic is activated when any of the following conditions are met in an order confirmation relative to the original purchase order:
Quantity: The quantity of items ordered matches the quantity confirmed by the supplier.
Unit Price: The price per item agreed upon matches the supplier's confirmation.
Discount: Any discounts applied are consistent between the purchase order and the order confirmation.
Define Comparison Parameters: Set up the specific fields (quantity, unit price, discount) that the logic card will check for a match.
Automate Verification: Configure the system to automatically compare these details upon receipt of an order confirmation.
Customize Alerts: Decide on the workflow for handling discrepancies, including customization of alerts for manual review.
This logic card is vital for ensuring that the details of an order confirmation align with the original purchase order, safeguarding the integrity of the procurement cycle.
Test 10:
If you have a different calculation for surcharges, or only have them on some items, you can use the generic table calculation cards, some of them also allow to filter for regular expressions.
Above is a calculation example for MTZ with a filter for item numbers starting with 01, 06, 9, 001 or 000.
With a manual setup it’s advised to split calculations that depend on new columns into a separate workflow. To continue with the calculation you can use the Run Workflow card.
Run Workflow
With this card you can specify the name of a workflow that is to be run after the current workflow if its conditions are met and after previous then cards of the current workflow. While it prioritises runnable, active workflows, it also allows you to run deactivated workflows if the document fulfills the workflows conditions.
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.
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 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.
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.
The second part of the dashboard is an overview of all the uploaded documents. You can view all documents or just the ones assigned to you. You can also search for documents by name.
Data will be extracted within seconds, and the status will change from “Running” to “Ready for Validation”.
Os scripts no DocBits são tipicamente escritos em uma linguagem de script suportada pelo sistema Python. Eles são acionados durante o fluxo de processamento de documentos para aplicar lógica de negócios complexa ou garantir a integridade e precisão dos dados antes que os dados sejam processados ou armazenados.
Gerenciamento de Scripts:
Nome: Cada script recebe um nome único para identificação.
Tipo de Documento: Associa o script a um tipo de documento específico, determinando em quais documentos o script será aplicado.
Acionar Em: Define quando o script é acionado (por exemplo, no upload do documento, antes da exportação de dados, após a validação de dados).
Status Ativo/Inativo: Permite que os administradores ativem ou desativem scripts sem excluí-los, proporcionando flexibilidade nos testes e implantação.
Editor de Scripts:
Fornece uma interface onde os scripts podem ser escritos e editados. O editor geralmente suporta realce de sintaxe, realce de erros e outras funcionalidades para auxiliar no desenvolvimento de scripts.
Exemplo de Script: Os scripts podem incluir operações como percorrer as linhas de fatura para validar totais ou remover entradas que não atendam a determinados critérios.