The Workflow view
Use these settings to define the Workflow service.
To access this view in Admin Center: Select a Services node in the tree view and click Workflow.
To avoid configuration issues, multiple administrators should not edit the same service at the same time.
Use these settings to define the Workflow service. The services and settings available can vary, depending on your role and which Services node you selected in the administration tree.
Lets you edit the settings in the current view.
SAVE and CANCEL buttons appear after you click EDIT. Any changes or deletions that you make do not take affect until you click SAVE. If you regret your changes, click CANCEL.
|ADD CODING & APPROVAL WORKFLOW||Displays
dialog that you can use to add a new workflow.
You must click EDIT to see this button.
|ADD CORRECTION WORKFLOW||Displays
dialog that you can use to add a new correction workflow.
You must click EDIT to see this button.
|ADD REJECTION WORKFLOW||Displays
dialog that you can use to add a new rejection workflow. Currently, rejection workflows can only be started by triggers.
However, manual selection of rejection workflows will be available in a future release.
You must click EDIT and use custom reject codes to see this button.
|Name||Specifies the names of existing workflows. Clicking a name displays a view that you can use to edit the workflow.|
|Type||Describes the workflow type (Coding & Approval or Correction).|
|Description||Displays the description of the workflow.|
|Deletes the workflow.|
|Send invoices for correction when a new supplier is created during verification||If a new supplier is created during verification, the invoice is sent for correction directly after the invoice is verified. This lets the handler edit supplier details and send the supplier information to the target ERP system.|
|Default coding & approval workflow||Specifies which workflow starts if no triggers are activated.|
|ADD CODING & APPROVAL TRIGGER||Displays a dialog that you can use to add a new trigger for a coding and approval workflow.|
|ADD CORRECTION TRIGGER||Displays a dialog that you can use to add a new trigger for a correction workflow.|
|ADD REJECTION TRIGGER||Displays
dialog that you can use to
add a new
trigger for a correction workflow.
You must use custom reject codes to see this button.
|NAME||Specifies the names of existing triggers. Clicking a name displays a view that you can use to edit the trigger.|
|WORKFLOW||Specifies the workflow that the trigger starts.|
|TRIGGER TYPE||Specifies whether the trigger is a correction workflow or a coding and approval workflow.|
|CONDITIONS||Describes the conditions necessary to activate the trigger.|
|Deletes the trigger.|
|Changes the order of the selected trigger in the list. This determines what order the triggers are tested. You cannot change the order of triggers across different trigger types.|
|ACCOUNT TYPES - (visible if the target system supports multiple account types)|
|ADD||Displays a dialog that you can use to add a new account type.|
|Name||Specifies the names of existing account types. Clicking a name displays a view that you can use to edit the account type.|
|Internal name||The internal name that Kofax AP Essentials and your external financial system use to identify the account type.|
|Removes the selected account type from the list.|
|Default||Specifies the default account type to use when coding invoices (default setting: general ledger).|
|ADD||Displays a dialog for adding a coding field.|
|Display name||The display name of the coding field as it appears when coding invoices.|
|Internal name||The internal name that Kofax AP Essentials and your external financial system use to identify the coding field.|
|Account type||Determines which account types this coding field can be used with.|
|Removes the selected coding field from the list.|
|Changes the order of the selected coding field in the list. This determines what order the coding fields appear after the default fields (Account, Debit and Credit).|
|Coding lines are optional||If this option is selected, you are not required to specify coding lines.|
|Warn if no coding lines exist||Displays a warning if no coding lines are specified when you approve the invoice; however, you can ignore the warning and approve the invoice.|
|Coding lines are required||Displays a warning that you cannot override, if no coding lines are specified when you approve the invoice. You must specify coding lines in order to approve the invoice.|
|Automatic coding suggestion|
|Use automatic coding suggestion||Determines whether
automatic coding suggestions are enabled.
Determines where coding suggestions come from.
|Allow balancing against total amount||If this setting is not selected, you must balance the debit and credit accounts. When selected, you can balance the invoice against the total amount. This means that the absolute value of the sum of the debits, minus the absolute value of the sum of the credits, must equal the absolute value of the total amount (net or gross, depending on which Balancing amount field you select).|
|Balancing amount||When Allow total-amount balancing is selected, this setting determines which amount field
gross) to use to balance amounts when
coding an invoice. You can choose:
This setting also determines which amount field is used to calculate coding suggestions (even if Allow total-amount balancing is not selected).
|Allow document parking||Enables the
Park document setting during approval.
This setting is only available if the target system supports document parking.
|Notify the exception handler if a workflow step exceeds the maximum duration||Determines whether the exception handler receives an email alert if a step in a workflow exceeds the time specified in Maximum duration (days). Batches that have exceeded the maximum duration are also indicated with an icon () in the document list view. Maximum duration (days) specifies the number of days a workflow step can take before an email alert is sent to the exception handler.|
|ADD||Adds the selected user to the list of handlers. Every handler in the list receives an email notification whenever an invoice fails registration or posting in the target system.|
|Removes the selected user from the list of handlers.|