If you are a new wflow user, it might be difficult to navigate in the system, this article aims to make it easier for a novice user to use the system and help with some activities that might not be intuitive at first, such as:
6) Comments
Uploading a document
There are three ways to upload a document to the system.
Direct upload
Click on the Add document button. Choose where the document is to be uploaded and what type of document it is. This way it is possible to upload documents to only one of the sections in the system (Invoices received, receipts...).
The maximum number of documents uploaded this way is 50 files with a maximum size of 100 MB.
To forward documents automatically or manually to wflow, you can use and define collecting e-mails. These collecting e-mails are set up by the organization administrator.
When documents are sent to this address, they are automatically created as new records in wflow. By setting up a forwarding from the original address, this activity can be automated.
Collecting e-mails always lead to a specific section in wflow. By creating multiple collecting addresses, documents can be sorted into the correct sections when sent out and can be sorted directly into, for example, invoices received, advances and receipts.
Maximum number of attachments of one e-mail is 20 with a maximum size of 50 Mb. All attachments contained in the message (images, logos, signatures, etc.) are counted as a part of this limit.
Mobile app:
Wflow users can also utilize the scanner in the mobile app.
The mobile app can be downloaded for both iOS and Android.
After logging into the app, go to the scanning section, here you can choose to use your phone's camera or upload already photographed documents.
Using the application, it is possible to upload multiple documents at once and add comments and accounting information to them.
Document flow
Depending on the system settings, a document may enter several different states within its cycle in wflow. A user with the appropriate permissions can then edit, review and move the document to the next stages within the boundaries of a set workflow.
1) New document - documents that are newly uploaded, created, or for which circulation automation has not yet been started (e.g. due to multiple pdfs in one record). They do not have any data filled in from the document.
2) Waiting to be sent for extraction - For this document, the extraction process has been started, but the document has not yet been sent for processing by Rossum. If the document remains in this status, there may be a technical or formal error (e.g., unsupported format), otherwise this status is automatically moved forward.
3) Sending error - this document has not been sent due to technical difficulties or an incorrect document file.
4) Successfully sent for extraction - the documents have been sent for processing by Rossum and will be extracted gradually. If documents remain in this state for an extended period of time and are not mined, contact technical support.
5) Extracted/Filled in - the document has had data extracted using Rossum, or uploaded from ISDOC format, or the document has been manually filled in by the user.
6) To review - these documents are awaiting a review of the data extracted in Rossum, a review of the data loaded from ISDOC, or a review of the data filled in for documents issued directly in wflow. You can read how to check documents later in this article.
7) Checked - Data validation has been performed on the document and it awaits approval/submission to the accounting system.
8) Sent - The document has been sent by email to the supplier/customer, this is used when issuing documents directly in wflow.
9) Waiting to be sent to ERP - documents have been ordered to be uploaded to the accounting system and are waiting to be automatically sent, manually exported or loaded from wflow, depending on the ERP used.
10) ERP upload error - A technical or formal error prevented the document from being entered into the accounting software (e.g. incorrect document line or payment method).
11) Sent to ERP - The document was successfully sent to the accounting system.
12) Partially Delivered - Used to check items received in case of purchase orders.
13) Delivered - all items from the purchase order have been successfully delivered.
Document review
The document review is done in My Tasks -> To review. Here you can see all documents that the controller has access to and are in the "to be reviewed" status. After clicking on a document, either the black Rossum environment or the wflow environment (in case of ISDOC format) will be displayed and where the user performs the data verification.
Checking the document in the Rossum environment:
There are two ways to access the Rossum environment,
Either from the My Tasks (1) To review (2) section on the left side of the wflow workspace, by clicking on the document record (3).
From the document detail, click on the Rossum icon (1).
When you switch to the black Rossum environment, you will see the document to check on the right side and the extracted data to review on the left side.
When you click a field on the left side of the screen, a guide bar will appear. This shows where in the document the program retrieved the information, which it then added to the appropriate field.
If a field has been incorrectly extracted, you have two options for correction - manually overwrite the field, or by moving or expanding the marked space, mark the correct field.
If you need to select a completely different location in the document, press the ALT (Windows) / OPTION (MacOS) key. This will highlight all the data on the document so you can select any data and transfer it to the chosen field.
Reviewing documents in ISDOC format:
The data from ISDOC is automatically filled in by the system and validated only at the wflow level. By clicking on the document in the To review section, you can manually correct or add information. To confirm the document, click the Confirm button at the bottom of the screen.
Approving
Second part of My Tasks section is the section - For Approval. Here you can see all the documents you agree to in the approval path.
Documents can be approved/rejected/returned from the overview or from their details.
The return or rejection of a document requires a comment with an explanation. You can tag a user in your comment using the @ symbol.
After the issues have been corrected, the same user who returned or rejected the document is the one who moves the document forward in the approval path.
2. Depending on the document access settings, you can also use the All Approvals section (1), which displays all documents for which some approval process is active and to which you have access.
Document detail
After clicking a document in the overview of all documents, a page with its detail will be displayed. Here you can find all the information about the document.
1) In the left part you can display the fields with the document history, validations (warnings and errors), comments, or show or hide the document items section (4).
2) In the middle part you can see the extracted, retrieved or filled in data from the document. They are divided into several thematic subsections, which you can move freely using the drag and drop function, according to your preferences.
3) In the left part you will find the document preview window and below it the list of items (4). In the upper right corner, you can unlock the document and optionally use the multiple options button (5), where you can perform further actions with the document depending on your user rights settings.
Comments
The comments section is also related to the document detail. Comments are used to discuss the document, they can be marked with the @ symbol of another User or Team of Users.
Comments are part of the audit trail and cannot be removed.
If you mark a user, this document will be displayed in My Tasks -> Comments. After marking the user and resolving the situation by clicking the Resolve button, the user indicates their activity and the document stops appearing in the Comments section.
Collumns and Filters
Filters
Start filtering by clicking the button with the "funnel" symbol next to the search bar. Use the checkboxes to select criteria for filtering. It is possible to select more than one field at a time. Once you have selected the criteria for filtering, click Apply Filter. You can also save the filter for future use.
Advanced filtering options
For advanced filtering options, click the Advanced Filtering button.
In the following window, you can select any attribute and filter condition from the list of fields. You can also select multiple conditions at once. Filtering conditions are applied simultaneously.
Columns
To work more easily with documents, you can customize the display of data on the document overview. Click on the column settings icon on the right.
You can then define which columns to display and in what order by moving the columns from one side to the other (from inactive to active and vice versa). To make the collumn search easier, use the search bar at the top of the window.
My profile
In Settings -> My Profile you can define the language of the application in which you wish to work in.
Notifications
This section defines e-mail notifications for events in the organization. The user receives notifications once a day at night to the email address that is your wflow login.
Notifications must be set individually for each organization you are a member of, and the settings may be different.
Technical support
In case of any difficulties with working in wflow, please contact technical support using the chat bubble in the bottom right corner. You will be asked a few qualifying questions to help us better answer your query. You will then be guided to additional articles from the help section, or to contact a technician.
