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Version: Current

Configuring a Low Touch Extraction Flow

Increase efficiency by configuring Zudello to automatically process certain documents with minimal or no manual review. This "low touch" or "no touch" approach uses automation rules (Sentences) to evaluate documents after extraction and route them directly to the next step if they meet predefined criteria.

Best practices​

  • Start with a small scope: Target specific, predictable suppliers or document types first.
  • Monitor closely: Regularly review auto-processed documents to ensure accuracy and identify issues early.
  • Define clear criteria: Use specific conditions in your Sentences (e.g., supplier name, amount thresholds, absence of errors).
  • Implement robust validation: Use validation extensions (e.g., total checks, required fields) as a safety net.
  • Have a fallback: Ensure documents that don't meet low-touch criteria are routed for manual review.
  • Iterate and refine: Adjust your Sentence conditions based on monitoring results.

Understanding Low Touch Processing​

The goal of a low-touch flow is to reduce the need for users to manually review every single document. After Zudello extracts data from an uploaded document, instead of defaulting to a "User Review" or "Ready" status requiring manual checks, an automation (Sentence) evaluates the document.

If the document meets specific conditions (e.g., it's from a trusted supplier, the amount is low, and there are no validation errors), the Sentence can automatically move it to the next stage, such as "Approval" or even directly to "Processing" for ERP integration, bypassing manual review.

Key Components​

While Zudello doesn't currently expose extraction confidence scores directly for automation, you can build effective low-touch flows using:

  1. Sentences: The core of the low-touch process. Automations triggered by events like "Extracted" or "Status Changed" evaluate documents.
  2. Conditions: Within Sentences, use conditions to check document properties:
    • Supplier/Customer: Target specific, reliable trading partners.
    • Amount Thresholds: Auto-process documents below a certain value (total, total_exclusive).
    • Validation Level: Check if the document has error or warning level validation issues. This is crucial for safety.
    • Field Checks: Verify if essential fields are populated (e.g., supplier_uuid is not null, date_issued is not null).
    • Document Type: Apply rules only to specific types (e.g., Invoices, not Credits).
  3. Validation Extensions: Enable extensions like Validate purchase total or Validate document tax on the Document Type. These run automatically and contribute to the validation_level checked by Sentences.

Example Configuration (Sentence)​

This example automatically sends invoices under $100 from a specific supplier ("Trusted Supplier Inc.") directly to the ERP processing step, provided there are no validation errors.

  1. Navigate to Automations: Settings > Automations.
  2. Create New Sentence: Click Create.
  3. Name: "Low Touch - Trusted Supplier Inc. < $100"
  4. Trigger:
    • Select When a resource status has changed.
    • Module: Purchasing
    • Submodule: Invoice
    • Status: Ready (Or User Review, depending on your standard flow)
  5. Conditions: (Add multiple conditions)
    • Condition 1:
      • Field: Supplier Name (or ideally Supplier UUID if known)
      • Operator: Is
      • Value: Trusted Supplier Inc. (or the UUID)
    • Condition 2:
      • Field: Total
      • Operator: Less than
      • Value: 100
    • Condition 3:
      • Field: Validation Level
      • Operator: Is not
      • Value: error
    • Condition 4: (Optional but recommended)
      • Field: Validation Level
      • Operator: Is not
      • Value: warning
  6. Actions:
    • Action 1:
      • Select Action: Set Status
      • Status: Processing (Or your status that triggers ERP integration)
    • Action 2: (Optional: If ERP integration isn't automatic on status change)
      • Select Action: Run Trigger
      • Trigger Name: Your ERP Integration Trigger Name
    • Action 3:
      • Select Action: And cancel processing (Ensures no other Sentences run on this document)
  7. Save the Sentence.

Fallback: Ensure you have other processes (manual review or other Sentences) to handle invoices that don't meet these low-touch criteria.

Monitoring and Adjustment​

After implementing a low-touch flow:

  • Regularly check documents that were automatically moved to "Processing" or "Completed".
  • Use Zudello's search and filter functions (filter by status and date range) to isolate these documents.
  • If errors are found, adjust the Sentence conditions (e.g., lower the amount threshold, add more field checks, remove a problematic supplier) or disable the Sentence temporarily.

Need help?​

Configuring robust and safe low-touch flows requires careful planning. Contact your organisation administrator or Zudello support for assistance with designing Sentences and validation rules for your specific needs.