What is workflow automation?
Workflow automation is used to set up the automated circulation of documents within your organization.
Setting up workflow automation:
Creating a new workflow:
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 "Apply." button.
Each workflow created is bound to specific document types and determines:
Which steps are to happen within the workflow and their order (e.g. the option to turn off the extraction for receipts)
What tasks are to be performed automatically (e.g. sending to ERP after approval)
Under which conditions a task is to be executed automatically.
Copying a workflow:
Copying a workflow can be useful, for example, if you want to use the same approval paths for multiple types of documents that cannot be configured within the same workflow (orders and received invoices).
Extraction:
If you wish to extract selected document types in a particular workflow, activate the function using the switch in the extraction section of the workflow setup.
If you wish to extract these documents automatically after uploading, use the by hand/automatic button.
Advanced automation settings:
It is possible to set additional conditions for the extraction automation or define which types of received invoices will be extracted.
You can also limit the automatic extraction of documents based on other conditions, like based on the job order.
In the example below, only Incoming invoices for the Restaurant contract will be automatically extracted.
Data Review
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 review, 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.
Sending documents to 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.
If you want automatic sending, move the 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.
In the example below, only received and created invoices will be sent to the ERP; other documents processed by this workflow will not be sent.
Adding approval ways:
You can read about how to add approval paths to a workflow and how to automate them in this follow-up article.
Other automated actions:
Within a workflow, it is possible to automate certain operations with documents. You can read about the options for these actions and their settings in this article.
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