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Configuration

This guide covers the essential configuration steps to get Document Automation operational after installation.

Basic Setup

Document Automation Setup

The main setup page is accessed by searching for Document Automation Setup in Business Central.

Service Connection Settings

  • OCR Service URL: Connection endpoint for the OCR service (pre-configured)
  • Username: Your OCR service account username
  • Password: Your OCR service account password
  • Test Connection: Use this action to verify your service credentials

Default Posting Groups

Configure default values used when creating purchase documents: - Default Gen. Business Posting Group: Applied when G/L accounts lack posting group information - Default VAT Bus. Posting Group: Used for VAT calculations on extracted documents - Default Prod. Posting Group: Applied to purchase lines when needed - VAT Prod. Posting Group for Setup: Default VAT product posting group - VAT Prod. Posting Group for Correction: Used for correction entries (optional)

Document Handling Options

  • Default G/L Account: Fallback account for vendor invoice lines
  • Auto-Post Documents: Enable automatic posting of processed documents
  • Archive Processed Documents: Retain processed documents for future reference
  • Document Storage Path: Local or network path for document archiving

Creating OCR Service Account

  1. Navigate to www.ocr-docs.com to create an account
  2. Select the desired product and quantity in the webshop
  3. After verification, you will receive an email with your company login information
  4. Keep this email in a safe place for future reference
  5. Enter the login information into the setup page in Business Central

Initial Vendor Configuration

Auto-Generate Identifications

Use the Create Identifications action to automatically generate identification rules: - Creates rules based on existing vendor data - Generates entries for VAT numbers, bank accounts, and contact information - Sets up document type recognition patterns - Creates preferred vendor setup entries

This automated process will create: - At least one identification record of type "Identification group": relation (VAT number, bank account number, email address, home page, telephone number) - At least one identification record of type "identification group": document type - At least one identification record of type "identification group": document information - One record in the preferred vendor setup table with the G/L account from the last posted vendor invoice or the default G/L account from setup

User Permissions

Permission Set Assignment

  1. Assign the Document Automation permission set to users who will process documents
  2. Configure additional role-specific permissions as needed
  3. Ensure users have access to relevant vendor and purchase invoice functionality

Role Configuration

  • Administrators: Full access to setup and configuration
  • Processors: Access to document review and processing
  • Viewers: Read-only access to processed documents and reports

Basic Inbox Setup (Optional)

If you plan to use email integration:

Email Connection

  1. Navigate to Inbox Setup from the Document Automation Setup
  2. Choose your email provider:
    • OAuth 2.0: Recommended for Microsoft 365
    • IMAP: For other email providers

Quick Email Setup

For Microsoft 365: - Client ID: Azure application registration ID - Client Secret: Azure application secret - Tenant ID: Your Microsoft 365 tenant identifier

For other providers: - Server Address: IMAP server hostname - Port: IMAP port (typically 993 for SSL) - Username: Email account username - Password: Email account password

Configuration Validation

After completing basic configuration:

  1. Test Service Connection: Verify OCR service connectivity using the "Test Connection" action
  2. Upload Test Document: Use the drag & drop area to upload a sample invoice
  3. Review Processing: Check that the document appears in the processing queue
  4. Verify Vendor Recognition: Confirm that vendors are correctly identified
  5. Check Posting: Ensure test documents can be posted to Business Central

Next Steps

Once basic configuration is complete: - Review advanced configuration options - Set up detailed email integration - Configure custom identification rules - Learn daily operations

Getting Help

If you encounter configuration issues: - Review the troubleshooting guide - Check the FAQ section for common questions - Contact Q-Team Solutions support for assistance