Creating automation rules
Via Manage / Company / Automation / Uploading & importing 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 'Uploading & Importing'.
Sender address: the address of the sender of a document. This value can be found via 'Document details' under 'Uploading & Importing'.
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 an .xml and .pdf file are delivered, this field represents the text of the .pdf file. This is also the case when a .pdf is embedded within the .xml. When an email without an 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 company VAT number(s): these are VAT numbers entered under Manage / Organisation / Companies.
Document contains company CoC number(s): these are CoC numbers entered under Manage / Organisation / Companies.
Document contains company IBAN(s): these are IBANs entered under Manage / Organisation / Companies.
Document contains company name: the company name entered under Manage / Organisation / Companies.
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 company name' is not sensitive to dots in the name.
The available operations (Contains, Starts with, Is any of, 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
When creating an automation rule, the Note field is available at the bottom of the page. Additional information can be added here. These notes can subsequently be consulted in the overview of the relevant automation rules.
Automation rules are not executed on documents that were manually uploaded or created by splitting or merging.
Per company 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 companies are not executed.
Keywords: move rule, delete rule, read rule, journal assignment rule, automation, destination assignment rule
What does it cost to use automation rules?
Zenvoices charges processed invoices for every document you read. Whether you use automation rules mainly determines when those processed invoices are charged.
Without automation rules
Not using automation rules for Upload & read? Then Zenvoices charges the processed invoices at the moment you read a document via Upload & read. Do you delete a document without reading it? Then that document costs nothing.
Please note: invoices you receive via PEPPOL are always charged upon receipt.
With automation rules or Automatic document splitting
Do you have automation rules for Upload & read in a company? Or is the Automatic document splitting module enabled? Then Zenvoices charges the processed invoices as soon as a document arrives in that company. This applies to all documents, even if you do not read them afterwards.
Do you read the document afterwards? Then you do not pay twice. The processed invoices already charged upon receipt are deducted from the number charged when reading.
Documents that are automatically deleted via the blocked list cost nothing.
How many processed invoices does a document cost?
• An e-invoice or a manual booking costs 1 processed invoice.
• A read document costs 1 processed invoice per 5 pages, with a maximum of 20 per document.
• This also applies to documents you read via the Document management module.
Examples of read documents:
• A 3-page document costs 1 processed invoice.
• A 12-page document costs 3 processed invoices.
• A 150-page document costs 20 processed invoices, the maximum.
• Do you use a move rule to another company? Then this costs 1 processed invoice in the company the document is moved from.
Reading a document again
Do you move a document back to Upload & read and read it again? Then Zenvoices charges the processed invoices again.
Tips to save costs
• Do you receive documents you do not want to read, such as newsletters or advertising? Add the sender to the blocked list. These documents are then deleted at no cost. With your own delete rule, the processed invoices are still charged.
• Do you receive many documents that you do not read? Then disabling the automation rules for Uploading & Importing can save costs. The processed invoices are then only charged when you read the document.
Example: you receive 100 single-page documents and read 80 of them. With automation rules, you pay for 100 processed invoices. Without automation rules, you pay for 80.
You can find your current rates via Manage / Organisation / Subscription.