In addition to automating the circulation and approval of documents, it is also possible to set up other automatic actions that will make working with documents easier for you.
These actions can be added between the individual basic automation steps (Extraction, Data review, Sending to ERP).
To add such an action, first click the "+" button.
After clicking on the "+" icon, choose "More actions":
Automated action options:
For each automation workflow, you have a choice of these actions. It is possible to add multiple actions in a row, or combine these actions with approvals.
Change document description:
Based on the set parameter, it adjusts the document description. In this way, for example, documents for services used can be made clearer.
Fill in the automation name.
Define the conditions under which this specifit action will be performed. In this example, the condition for the partner's VAT number is used.
In the document description field at the bottom, enter the text you want to have in the affected document's description. If you wish to automatically add a date to the description, click the {+} button and select from the menu.
After you finish setting up the automated action, simply confirm the settings by clicking on "Use".
You can add another action of the same type using the button below - Add conditions, as you can see below.
Update header accounting:
If you use the same accounting fields for specific suppliers, you can also automate the completion of this field.
In the upper part of the table, select the conditions and values which will trigger this automation.
Afterwards, in the lower part, define the values that will be automatically filled in. In the example below, the cost center 042 will be automatically filled in.
You can again add another action of the same type using the button "Add condition".
Assign item template:
This option can help with breaking down a document into individual items. For example, in the case of documents that you need to break down by individual employees.
In the upper part of the table, select the conditions and values which will trigger the automation.
Afterwards, in the lower part, select the template that will be automatically assigned.
Same as before, you can add another action of the same type using the button "Add condition".
Change document type:
Facilitates sorting documents into individual document "subfolders".
In the upper part of the table, select the conditions and values under which the automation should be triggered.
Then, in the lower part, select the document type to which the documents will be automatically moved.
For example, in the following example, all foreign documents will be moved to their own type.
Same as before, you can add another action of the same type using the button "Add condition".
Assign label:
Can help with sorting and searching for documents. With this function, you can assign a quick filter for all documents from a specific center of your company.
In the upper part of the table, select the conditions and values under which the automation should be triggered.
Then, in the lower part, select the tag that will be automatically assigned.
Same as before, you can add another action of the same type using the button "Add condition".
Set document access:
If you have restricted access to documents, you can use this action to assign access to other users who would not get access according to the default company settings.
In the upper part of the table, select the conditions and values under which the automation should be triggered.
Then, in the lower part, select the users or Teams to whom access should be added.
Final note:
If you use conditions such as Partner's ID, VAT ID, this partner must already be created in the in the Partners section.
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