Administrator guide

The wflow administrator, by the nature of their role, has the ability to edit all documents and settings. His responsibilities include managing the documents themselves as well as managing users, access, approvals and automation settings. This article is intended to help the new administrator become familiar with the basic options and variations of the organization's settings such as:

1) Organisation profile

2) Types of documents

2) User permissions

3) Extraction and integration settings

4) Document workflow automation settings

5) Approval settings

It is used to enter billing data and set some system behaviour parameters.

The wflow system is connected to ARES, so to ease the entry of billing data, just fill in the organization ID and the rest will be automatically filled in.

If you want to send messages or documents directly from the wflow environment, fill in the e-mail field. The address is then used as the sender's address when sending them.

To work with the exchange rate ticket when approving documents, it is necessary to enter the main currency.

In the organization profile, you have several options for adjusting system behavior.

The function of automatic sorting of documents into organizations must be activated in all organizations within which it is to work.

Document types are the "subfolders" of a document kind that are displayed in the Document overview and according to which you can divide the processed documents and divide access to them.

To modify each document type, go to Settings -> Document Types.

You can then Add (1), Delete/Duplicate (2) document types.

After clicking on the document type, you will see a window in which you can define its details - Change name, Type, Set default document series, Activate time stamps for these documents or define if these documents will be sent to ERP.

If you wish to restrict access to certain documents, select the Users or Teams that will have access to that document type. You can further define for these users whether they can access only their uploaded documents plus documents they approve, or all documents in that section.

User permission settings can be found in Settings -> Users and permissions

You can set a variety of rights and permissions for individual wflow users, depending on how you need them to work in the system.

This section is divided into three subcategories:

Here you can add new users, remove or modify existing users, or duplicate an existing user to speed up the setup of a new user should their settings are the same.

By role, we mean the settings of individual user rights. Each user can have a unique role, or the roles created can be used for multiple users if their permissions are the same. User can also be assigned multiple roles as well.

You can use teams in the approval process if you need, for example, anyone from the Accounting Department to approve a document as part of the approval path, but it doesn't depend on the specific user. Each user can be a member of multiple teams.

You can also use a team in the approval process if you need a stand-in in your absence. Add a user to an existing team who will approve documents during the absence.

Go to Settings -> Integrations

To set up the Rossum service, go to the Extraction subsection. There you can choose which dokumend kinds are to be extracted and whether you wish to extract line items for them as well. (1)

If you want Rossum to predict the accounting fields based on past documents. Activate this option. (2).

Wflow can be integrated within an open API connector with a number of external systems. The complete API documentation can be found here.

You also have the option to use the Integration Marketplace, where you can find pre-made communication scenarios between wflow and popular systems and storages.

For each type of document, you can create different automation scenarios depending on how these documents are processed in your company.

To create these scenarios, go to Settings -> Workflow Automation. (1)

Here you will be asked to create a new automation. (2)

Then you will fill in the name and description of the given workflow (1) and the types of documents that this workflow setting will process (2).

Then you define the actions that you want to happen to the document in this workflow. These actions can be: extraction, review of data and sending to ERP (1). All these actions can be triggered manually or automatically depending on the settings (2).

The automation itself can then be subject to even more additional conditions depending on the advanced settings (3).

If you want to explore more automation options, see this article.

More about automating approval paths can be found here.

There are two stages of setting up the approval path.

Create an approval path in Settings -> Approval paths (1) -> Add approval path (2).

Then, add the name of the path (3), the Users or Teams that are part of it and the level they are at (4). Optionally, you can also restrict the approval of a document with a validation error to one of the levels (5).

If you want to use the approval path to set up user access to documents without approving themselves, for example when you need to control the approval process. Go to the Access tab (1) and add the appropriate users or teams (2).

After you create an approval path, you should assign it to the automation scenarios you created.

Go again to Settings -> Workflow Automation and select the workflow.

Then select the "+" button and the approval in the step where you wish to approve the documents.

The conditions under which approvals can be assigned vary depending on the selected step.

Select whether the approval should be assigned manually or automatically.

In the case of automatic assignment, you will be prompted to select the approval path and the conditions under which the allocation will occur.

In this example, the approval path ("Example") will be automatically assigned after the document is extracted.

The condition for assigning this path is that the total amount is greater than an equivalent of 10 000 CZK.

You can then set the conditions for other approval paths in a similar way. When assigning, you can choose from a range of conditions so that the documents are sorted to the correct approvers.

Don't forget to save the workflow and the approval is ready.