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This workflow can be downloaded directly from Square 9’s Cloud Solution Delivery Network. Click here to learn more about obtaining and downloading how to download Square 9’s pre-built workflows.
Modifying the Workflow For Your Environment
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Navigate to the GlobalCapture Design interface by navigating to your GlobalCapture Home Page.
Select Design
Select Workflow > Open Workflow
Select your Workflow, Business Essentials - Accounts Payable Invoices and Transform AITransformAI
Click Open
Add Your Import Node
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Select the first Set Process Field node by double clicking it.
Copy and paste your license key in Value field where the Process Field defined is AI License Key.
Modify Ensure your AI Release Channel reflects the one provided by Square 9 Fulfillment is “stable” (Case Sensitive).
Select Save.
Select Workflow > Save to commit your changes.
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Workflow Options
TransformAI has two options that will affect how the workflow behaves.
Require Validation Always - All documents will go into validation for review, if this is disabled, documents will attempt to automatically release to GlobalSearch if they have been learned previously.
Check Empty Fields - If Vendor Name, Invoice Number, Document Date or Amount is found as empty, the document will be routed to validation.
Configuring the Workflow Options
Select the first Set Process Field node by double clicking it.
Adjust the options:
Option: Require Validation Always: Change this to “False” or “True” if you would like to turn it on.
Option: Check Empty Fields: Change this to “False” or “True” if you would like to turn it on.
Configuring Security
Your newly imported workflow has security preconfigured. The “Accounts Payable” group has the ability to review and action documents.
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Vendor Name
Invoice Number
Document Date
PO Number
Amount
Disable Data Validation
Because the wide variety of Invoice Formats and how data can be represented, it’s recommended that this workflow have Data Validation disabled. To do that, simply click the settings menu in the top right of the workflow designer and set Data Validation to “Disabled”.
Release
Your workflow is built for the Square 9 Business Essentials platform and your documents should be released to the “Accounts Payable” archive.
Creating a Search
In order to view Accounts Payable Documents, you should create a search with the following settings:
Search and Grid Settings:
Column | Condition | Value | Field Type | Hidden / Shown in Grid |
|---|---|---|---|---|
Vendor Name | Contains | GlobalCapture | Not Hidden / Shown | |
Invoice Number | Contains | GlobalCapture | Not Hidden / Shown | |
Document Date | Contains | GlobalCapture | Not Hidden / Shown | |
PO Number | Contains | GlobalCapture | Not Hidden / Shown | |
Amount | Contains | GlobalCapture | Not Hidden / Shown | |
Process Status | Contains | Data | GlobalCapture | Hidden / Not Shown |
Process Status | Contains | Error | GlobalCapture | Hidden / Not Shown |
Workflow Name | Contains | Business Essentials - Accounts Payable Invoices and TransformAI | Process | Hidden / Not Shown |
Status | Equals | Validation | Process | Hidden / Not Shown |
Advanced Grouping
Advanced Grouping should search for all conditions, or where Process either process status is true:
Security Settings:
Validation Security: Enabled
Subprocesses: Hidden
Secured Users:
SSAdmin: View, Process Fields, Document, Actions
Accounts Payable: View, Process Fields, Document, Actions
Process Overview
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Document Import
Documents are imported based on how you configure your import node, but can be ingested into your workflow in multiple ways, including email, desktop scanner, or watchfolder import.
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This workflow supports document separation using Templates. Documents are expected to come into the workflow pre-separated, contain a Square 9 Barcode Separator or leverage template based separation or document separators, which can be downloaded from here.
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