Workflow automation is a complex tool that is used to set up documents flow and their automation in your organization.

You can create a new workflow in Settings -> Workflow automation using the

"add workflow " button.

You can then enter a name for the new workflow.

After creating a new workflow, it is necessary to select the document types it will be relevant to. In this example, these are the received invoices. Confirm the selection using the "Use." button.

Each workflow created is bound to specific document types and determines:

If you wish to extract selected document types in a particular workflow, activate the function using a switch in the extraction section of the workflow setup.

If you wish to extract these documents automatically after uploading, use the by hand/automatic switch.

Advanced automation settings:

It is possible to set additional conditions for the extraction to automate it or to define which types of received invoices will be extracted.

You can also limit the automatic extraction of documents according to other conditions, for example according to the order.

In this example, only Incoming invoices for the Restaurant contract will be automatically extracted.

If you wish to review documents in a certain workflow, you can activate the option "send for review" using the switch in the workflow section.

Automatic sending for review can be switched on, again with the manual/automatic button above the send for review section.

Advanced automation settings:

Even for data control, it is possible to set multiple conditions under which document review is initiated. For example, you can divide the document types of received invoices into those that are checked and those that are automatically sent to the ERP.

If you want to send documents in this workflow to ERP, activate the "Sending to ERP" switch.

You can send documents of a certain type to the ERP in two ways, manually and automatically.

For automatic sending, activate the by hand/automatic switch.

You can again customize automatic sending to ERP using advanced settings, in a similar way to the advanced automation settings of extraction or review.

You can place an approval path to one of the three different locations within the document workflow (After Document Incoming, After Document Output, After Document Inspection) when setting up the workflow, using the "+ Approval" button.

The approval path can then be set manually for each individual document or automatically according to set conditions.

Approval path can be easily moved to another position in the workflow using drag and drop.

Select the approval path from the list, or create a new path using the "+" button

If you create a new approval path. A table appears to define the roles and accesses within this approval path.

After creating or adding an approval path, you can now define the settings of this path.

In this case, this path will be used for received invoices that were reviewed and for which their total amount exceeds 200 EUR.

TIP:

Condition sets can also have an "or" condition.

This may come in handy for example in this case:

I only want to approve invoices above 5000 CZK or 200 EUR, other invoices can be automatically sent to ERP immediately after review.

The setup of such an approval path can look like this: