Creating automation rules
Via Manage / Administration / Automation / Upload & read you can create automation rules. Automation rules are IF ...THEN... rules that determine whether an action must be executed for a document.
Below you see an example rule for automatically reading documents originating from facturen@zenvoices.com.
Actions that can be automated
Automation rules can be created for the following actions:
Delete documents
Move documents
Assign a destination (journal or document management) to documents
Read documents
The order in which these rules are executed is: delete, move, assign destination and then read.
For automatically reading and deleting documents you can also use the trusted list and the blocked list. Often this is easier than using self-created automation rules. You also save costs with the blocked list, because processed invoices are not charged for documents that do not need to be read.
Example blocked list:
Available fields for rules
The following fields can be used in the condition of automation rules:
Sender name: the name of the sender of a document. This value can be found via 'Document details' under 'Upload & read'.
Sender address: the address of the sender of a document. This value can be found via 'Document details' under 'Upload & read'.
Addressee
Subject
Splitting required: this field indicates whether the document contains multiple invoices/receipts and must be split using the Split & organize function. This field is only available when the module Automatically split documents is enabled and the document has 100 pages or fewer. Tip: combine this field with the field 'Document number of pages' to prevent documents with more than 100 pages from incorrectly being considered as not requiring splitting.
Note: based on comments added via email.
Journal code
Journal name
Document management category: only available when the document management module is activated.
Category
Journal type
Origin
Document text: the textual content of the first 100 pages of the document. When a .xml and .pdf file are delivered, this field represents the text of the .pdf file. When an email without attachment is delivered, this field represents the content of the email.
Document number of pages: the number of pages of the document (maximum value is 100).
Document contains administration VAT number(s): these are VAT numbers entered under Manage / Environment / Administrations.
Document contains administration CoC number(s): these are CoC numbers entered under Manage / Environment / Administrations.
Document contains administration IBAN(s): these are IBANs entered under Manage / Environment / Administrations.
Document contains administration name: the administration name entered under Manage / Environment / Administrations.
Channel name
Channel type
Read filename: the filename of the file that will be read as a booking. If a UBL invoice is delivered as a .xml and .pdf file, this is the .xml file.
Please note: for filename the extension is also considered. For example, if you use the condition 'Equal to', the filename must match exactly including the extension. For the file logo.jpg this means the filename ends with .jpg and must be exactly logo.jpg.
Read filename extension: the filename extension of the file that will be read as a booking. If a UBL invoice is delivered as a .xml and .pdf file, this is the .xml file. Example: if the filename is Invoice 1234.pdf, the value of this field is .pdf.
Points of attention
Operations on text fields are not case sensitive.
The condition 'Document contains administration name' is not sensitive to dots in the name.
The available operations (Contains, Starts with, Equal to, etc.) depend on the field type.
If no condition is added, this functions as a catch-all. This means the configured rule applies to all documents.
Priorities and rule execution order
Rules are executed in the following order:
By action: first delete, then move, assign destination and finally read.
By priority value assigned to rules: from low to high priority value.
View executed automation rules for a document
The rules that were executed on a document can be viewed via 'Document details' under 'Upload & read':
Notes
Automation rules are not executed on documents that were manually uploaded or created by splitting or merging.
Per administration a maximum of 250 automation rules can be created. This limit can be increased on request via the helpdesk.
Read actions are only executed if the journal of the document is known.
Move actions to inactive administrations are not executed.
If automation rules exist for an administration, processed invoices are charged when documents are received in the administration. One processed invoice is charged per five pages, with a maximum of 20 processed invoices per document.
Keywords: move rule, delete rule, read rule, journal assignment rule, automation, destination assignment rule