Daily Operations
This guide covers the day-to-day use of Document Automation for processing documents in Business Central.
Document Automation Role Center
The Document Automation Role Center provides a centralized workspace for all document processing activities.
Main Areas
- Document Inbox: View and manage incoming documents
- Processing Queue: Track documents currently being processed
- Archive: Access previously processed documents
- Quick Actions: Common tasks and shortcuts
- Performance Tiles: Processing statistics and metrics
Navigation
- Access via the Role Center list or search for "Document Automation"
- Pin frequently used pages to your navigation for quick access
- Use the search function to quickly find specific documents or vendors
Processing Documents
Method 1: Email Integration
When inbox integration is configured, documents arrive automatically:
- Incoming Documents: New emails appear in the Document Inbox
- Automatic Recognition: The system identifies vendors and document types
- Data Extraction: OCR processes document content and extracts key data
- Review Queue: Documents appear in the processing queue for review
Email Processing Workflow: - Send documents to your configured inbox email address - The system automatically downloads and processes attachments - Multiple documents can be attached to a single email - Processing status updates appear in real-time
Method 2: Drag & Drop Upload
For manual document upload:
- Access Drop Area: Open any Document Automation page with the drop area
- Upload Documents: Drag files from Windows Explorer to the drop area
- Confirm Upload: Review the file list and click Process Documents
- Monitor Progress: Track processing status in the queue
Supported File Types: - PDF documents - JPEG/JPG images<br> - PNG images - TIFF files - Multi-page documents
Method 3: Manual Entry
For documents that cannot be processed automatically:
- Create Manual Entry: Use New Document from the inbox
- Enter Basic Information: Vendor, document type, date, amount
- Attach Source File: Link the original document for reference
- Complete Processing: Follow standard review and posting workflow
Document Review and Validation
Review Workflow
Each processed document follows this review workflow:
- Initial Processing: OCR extracts data and creates draft entries
- Vendor Identification: System matches vendor based on identification rules
- Data Validation: Extracted information is validated against Business Central data
- Manual Review: User reviews and corrects extracted data as needed
- Approval: Document is approved for posting
- Posting: Invoice or credit memo is created in Business Central
Review Interface
Document Information Panel: - Vendor details and confidence score - Document type and reference information - Extracted amounts and dates - VAT information and posting groups
PDF Viewer: - View original document alongside extracted data - Zoom, rotate, and navigate through multi-page documents - Highlight extraction areas for validation - Compare extracted text with original document
Data Correction: - Click any field to edit extracted information - Use lookup functions for vendor and account selection - Validate amounts and calculations - Adjust VAT and posting group assignments
Common Review Tasks
Vendor Correction: - If wrong vendor is identified, select correct vendor from lookup - System will apply preferred vendor settings automatically - Update identification rules if pattern recognition needs improvement
Amount Validation: - Verify total amount matches document - Check VAT calculations and rates - Confirm currency and exchange rates - Validate line item details
Date Corrections: - Verify document date and due date - Adjust posting date if needed - Check payment terms and calculations
Account Assignment: - Review G/L account assignments - Adjust posting groups if needed - Verify department or project allocations
Working with the Inbox
Inbox Management
The Document Inbox shows all documents requiring attention:
Filter Options: - Status: New, Processing, Ready for Review, Posted, Error - Date Range: Process documents from specific time periods - Vendor: Filter by specific vendors - Document Type: Invoice, Credit Memo, Receipt, etc.
Bulk Operations: - Select multiple documents for batch processing - Apply actions to multiple documents simultaneously - Mass approve documents from trusted vendors - Batch assign to specific users for review
Status Indicators
Document Status Values: - New: Recently received, not yet processed - Processing: Currently being analyzed by OCR service - Ready for Review: Data extracted, awaiting user validation - In Review: Currently being reviewed by a user - Approved: Validated and ready for posting - Posted: Successfully posted to Business Central - Error: Processing failed, requires attention - On Hold: Manually placed on hold for investigation
Status Actions: - Click any status to see detailed information - Use status filters to focus on specific document states - Set up notifications for status changes
Priority Management
Priority Levels: - High: Urgent documents requiring immediate attention - Normal: Standard processing priority - Low: Non-urgent documents
Priority Factors: - Vendor payment terms and due dates - Document amounts above defined thresholds - Manual priority settings by users - Age of document in the system
Performance Monitoring
Processing Metrics
Monitor system performance through built-in dashboards:
Key Metrics: - Documents processed per day/week/month - Average processing time per document - OCR accuracy rates and confidence scores - User productivity and review times
Performance Optimization: - Identify bottlenecks in processing workflows - Track improvements from configuration changes - Monitor user adoption and training needs - Optimize identification rules based on accuracy data
Tips for Efficient Use
Best Practices
Document Preparation: - Ensure documents are clear and well-lit for scanning - Use consistent naming conventions for email subjects - Separate multiple invoices into individual emails when possible - Include relevant reference information in email bodies
Review Efficiency: - Review documents in batches by vendor or type - Use keyboard shortcuts for common actions - Set up user-specific filters for workflow optimization - Regularly update preferred vendor settings
Quality Management: - Monitor OCR accuracy and update identification rules - Provide feedback on incorrect extractions - Maintain clean vendor master data - Regular review of processing configurations
Keyboard Shortcuts
- F3: Search within current view
- Ctrl + N: Create new manual document
- F9: Refresh current page
- Ctrl + Enter: Approve selected document
- F2: Edit selected field
- Esc: Cancel current operation
Getting Help
- Use the help system within Business Central
- Contact your administrator for configuration questions
- Refer to the FAQ section for common issues
- Contact Q-Team Solutions support for technical assistance