Workflows

The Workflows tab is a centralized hub for managing automation rules related to document management within the platform.

Here's a breakdown of its sub-tabs and key functions:

List

• This is where you can view, create, edit and delete the list of workflows that you have saved
  • Workflows are ways of grouping documents together and defining them to flow in specific ways for export integration which can be set based on on a Workflow Rule 
• A Workflow Rule is anchored on the document type and a Tag associated to an export integration,  <docType>-<Tag>-<Export integration>. For example,
  
  • Invoice (Purchases) - Outlet A - Google Sheets is one workflow
  • Invoice (Purchases) - Outlet B - Google Sheets is another workflow

Approval

• This is where you can initiate, monitor, and track approval workflows across the platform
•  You can initiate approval workflows directly from this tab, specify the approval event and approval thresholds and select the appropriate approvers 

Matching

• This is where you can match and reconciliate data from different sources
•  You can initiate matching workflows directly from this tab, specify the matching event and matching thresholds

Connected apps

• This is where you can seamlessly import or export data by establishing connections with external systems or applications, such as Xero, Google Drive, QuickBooks, Netsuite, Monday.com etc
• Search under the Import or Export button for your choice of integration and click "Connect"

Import rules

• This is where you can establish rules and configurations for importing data directly from your system via API into our platform
• In order to set up import rules, you would first need to establish a connection between the platform and your system. Once the connection is established, you can navigate to the Import Rules tab to configure the rules for data import

Using Xero Import as an example,

• Step 1: Connect to Xero
• Step 2: Set up import rule for Xero after connection is completed

Export rules

• This is where you can configure rules and specifications for exporting processed documents/data data to external systems from our platform
• In order to set up export rules, you would first need to establish a connection between the platform and your system. Once the connection is established, you can navigate to the Export Rules tab to configure the rules for data export

Forwarding emails

• This is where you can create unique Bluesheets email addresses, enabling direct forwarding of documents straight into our bluesheets inbox
• You can customize your forwarding emails by associating them with specific tags and processing strategies
  • Tags help categorize incoming documents, while
  • Processing strategies dictate how attachments, email bodies, or both are handled by the system upon arrival

Notifications

• This is where you can configure and manage notification events to be alerted of actions needed for documents within the platform
  • For example, if documents are not able to be processed by the system and therefore pushed to Action Required, you can configure an automated email notification to be triggered to you immediately for follow-up

Logs

• This is where you can look up all errors and activities related to the import or export of data within your account
  • This includes errors related to data formatting, connectivity issues, validation failures, and other import/export-related issues
  • You can utilize the Logs tab as a diagnostic tool to identify the root cause of errors and troubleshoot issues efficiently