Frequently Asked Questions
General Questions
Q: What is Document Automation and how does it work?
A: Document Automation (formerly OCR Docs) is a Business Central app that automatically processes incoming documents using OCR technology. It receives documents via email or manual upload, extracts key data like vendor information and amounts, and creates purchase invoices or credit memos in Business Central.
Q: What types of documents can be processed?
A: Document Automation can process purchase invoices, credit memos, receipts, expense documents, purchase orders, and general business correspondence. Supported file formats include PDF, JPEG, PNG, and TIFF files.
Q: Do I need an internet connection to use Document Automation?
A: Yes, an internet connection is required to access the OCR service for document processing. However, you can still review previously processed documents offline.
Q: Can multiple users work with Document Automation simultaneously?
A: Yes, Document Automation supports multiple concurrent users with role-based access control and document assignment capabilities.
Setup and Configuration
Q: How long does the initial setup take?
A: Basic setup typically takes 30-60 minutes. However, full configuration including identification rules and preferred vendor settings may take several hours depending on the number of vendors.
Q: Can I use my existing email account for inbox integration?
A: Yes, Document Automation supports both Microsoft 365 (via OAuth) and other email providers (via IMAP). A dedicated email address is recommended for optimal performance.
Q: How do I create identification rules for my vendors?
A: Use the "Create Identifications" function in the setup to automatically generate rules based on existing vendor data, or create custom rules manually for specific vendors or document patterns.
Q: Can I customize which fields are extracted from documents?
A: The system automatically extracts standard invoice fields (vendor, amount, date, VAT, etc.). Custom field extraction requires configuration through preferred vendor setup and identification rules.
Q: What happens if I have multiple companies in Business Central?
A: Document Automation can be configured separately for each company, allowing company-specific settings, vendors, and processing rules.
Document Processing
Q: How accurate is the OCR recognition?
A: OCR accuracy typically ranges from 85-99% depending on document quality and format. The system provides confidence scores to help identify documents that may need manual review.
Q: What happens if a vendor is not recognized?
A: Documents with unrecognized vendors are flagged for manual review. You can manually select the correct vendor and the system will learn from this correction for future documents.
Q: Can I process documents in multiple languages?
A: Yes, the OCR service supports multiple languages. Configure the primary language in the setup, and the system will attempt to process documents in other languages automatically.
Q: How long does document processing take?
A: Processing time varies based on document complexity and current system load, but typically takes 30 seconds to 2 minutes per document.
Q: Can I process multiple documents at once?
A: Yes, you can upload multiple documents simultaneously or attach multiple documents to a single email for batch processing.
Email Integration
Q: Why aren't my emails being processed automatically?
A: Check that inbox synchronization is enabled, your email credentials are correct, and the email contains supported file attachments. Also verify network connectivity and email server accessibility.
Q: Can I send multiple documents in one email?
A: Yes, you can attach multiple documents to a single email. Each attachment will be processed separately.
Q: What should I do with processed emails?
A: Configure the system to automatically move processed emails to a designated folder to keep your inbox organized.
Q: Do I need a separate email account for Document Automation?
A: While not required, using a dedicated email account is recommended for better organization and security. You can use any supported email provider.
Q: How often does the system check for new emails?
A: The synchronization interval is configurable. Default settings check for new emails every 15 minutes, but this can be adjusted based on your needs.
Performance and Limitations
Q: How many documents can the system process per day?
A: There are no hard limits, but processing capacity depends on document complexity, system resources, and OCR service capacity. Most organizations process hundreds to thousands of documents daily.
Q: What is the maximum file size for documents?
A: The default maximum file size is 25MB per document. This limit can be configured based on your requirements and system capacity.
Q: Can I process documents during business hours only?
A: Yes, you can configure processing schedules to run only during specified business hours or continuously as documents arrive.
Q: What happens if the OCR service is unavailable?
A: Documents are queued and processing resumes automatically when the service becomes available. You can also process documents manually if needed.
Security and Compliance
Q: Is my document data secure?
A: Yes, Document Automation uses enterprise-grade security including encryption in transit and at rest, secure authentication, and comprehensive audit trails.
Q: Who can access my processed documents?
A: Access is controlled through Business Central's role-based security system. Only authorized users with appropriate permissions can access documents and processing functions.
Q: How long are documents stored in the system?
A: Document retention is configurable based on your business requirements and compliance needs. Documents can be automatically archived or deleted after specified periods.
Q: Is the system GDPR compliant?
A: Yes, Document Automation includes GDPR compliance features including data protection controls, audit trails, and right to erasure capabilities.
Cost and Licensing
Q: How is Document Automation licensed?
A: Document Automation is licensed per user with different tiers based on usage volume. Contact Q-Team Solutions for specific pricing information.
Q: Are there additional costs for the OCR service?
A: OCR service costs are included in the Document Automation subscription. Usage is monitored and included within subscription limits.
Q: Can I try Document Automation before purchasing?
A: Yes, trial versions and demonstrations are available. Contact Q-Team Solutions to arrange a trial or proof of concept.
Q: What is included in support?
A: Standard support includes installation assistance, configuration help, user training, and ongoing technical support. Premium support options are also available.
Technical Questions
Q: What Business Central versions are supported?
A: Document Automation supports Business Central version 14.0 and later, including both cloud and on-premise deployments.
Q: Can I integrate with other systems?
A: Yes, Document Automation provides APIs for integration with external systems including document management, workflow, and ERP systems.
Q: Can I customize the user interface?
A: The interface can be customized through standard Business Central customization methods. Q-Team Solutions also provides custom development services.
Q: What browsers are supported?
A: Document Automation works with all browsers supported by Business Central, including Chrome, Edge, Firefox, and Safari.
Q: Can I backup my configuration?
A: Yes, configuration settings can be exported for backup and imported for restoration or migration to other environments.
Troubleshooting
Q: Documents are stuck in processing status. What should I do?
A: This usually indicates a connection issue with the OCR service. Check internet connectivity and service credentials. If problems persist, contact support.
Q: Why are my posted documents not appearing in Business Central?
A: Verify that auto-posting is enabled and extracted data passes all validation rules. Check for posting group configuration issues or missing vendor information.
Q: The PDF viewer is not displaying documents correctly. How do I fix this?
A: Ensure you have the latest browser version and JavaScript is enabled. Clear browser cache and refresh the page. Contact support if problems persist.
Q: How do I improve OCR accuracy?
A: Ensure documents are clear and high quality, maintain accurate vendor master data, regularly update identification rules, and provide feedback on incorrect extractions.
Getting More Help
Q: Where can I find additional documentation?
A: Comprehensive documentation is available in this knowledge base, including user guides, technical references, and video tutorials.
Q: How do I contact support?
A: Support is available through: - Email: support@q-teamsolutions.com - Support Portal: http://support.q-teamsolutions.com - Phone: During business hours for urgent issues - Online chat: Available on the Q-Team Solutions website
Q: Are training services available?
A: Yes, Q-Team Solutions offers user training, administrator workshops, and custom training programs. Contact sales for training options and schedules.
Q: Can I request new features?
A: Yes, feature requests are welcome and considered for future releases. Submit requests through the support portal or contact your account manager.
Q: How often is the system updated?
A: Regular updates include bug fixes, security patches, and new features. Major releases occur bi-annually with minor updates released monthly.
Q: Where can I find release notes and update information?
A: Release notes are available in the release notes section and through the support portal. Update notifications are sent to administrators.
Q: Can I participate in the user community?
A: Yes, user forums and community discussions are available through the Q-Team Solutions website and support portal.
Q: Are there user groups or events?
A: Q-Team Solutions hosts user events, webinars, and training sessions. Information about upcoming events is available on the company website and through customer communications.