2 posts tagged with "Approval reminders"

Release date: 16 July 2025
Version: v3

Here's the latest summary of what's new and improved in Zudello, as well as what we resolved in the latest release.

Looking for something? Browse by tag to find release notes on a specific feature.

New and improved​

Enhanced document status controls​

Document status management helps control what actions are available based on where documents are in your workflow. We've improved status controls to prevent inappropriate actions on documents that have been completed or closed.

We've removed the following actions from documents in Rejected, Deleted, or Closed type statuses:

• Create a goods receipt
• Change team
• Archive
• Mark as complete without processing

These actions will no longer be available for the following statuses:

• Rejected Type
  • Rejected
  • Duplicate
• Deleted Type
  • Deleted
• Closed Type
  • Closed
  • Archived

This enhancement ensures that completed or rejected documents maintain their final status and prevents accidental processing of documents that have already been finalised.

Importing improvements​

Document importing helps you efficiently upload large volumes of data into Zudello using CSV files and other structured formats. We've continued enhancing our importing capabilities to make the process more reliable and flexible.

SKU-based item updating​

You can now update item records using SKU as the primary identifier when importing. The importing tool will:

• Update existing items when it finds a matching SKU
• Create new items when no matching SKU is found
• Fail the import if multiple items share the same SKU (to maintain data integrity)

If your team intentinally uses duplicate SKUs, you'll need to use the UUID or External ID field for updating records.

Intelligent field mapping​

We've added automatic field mapping suggestions based on your upload file column names:

• Exact matches: "supplier_code" or "Supplier Code" maps to the supplier_code field
• Close matches: "lines_sku" or "Lines Sku" maps to the lines_sku field
• The system performs basic matching but won't make assumptions for partial matches

Other changes​

• Import tracking: The system now displays which user created each import for better audit tracking
• UTF-8 encoding: CSV files must be saved in UTF-8 format (Windows-1252 encoding is no longer supported)

Approval and notification improvements​

Approval workflows ensure documents are reviewed and approved by the right people at the right time. We've enhanced our approval system with new bulk reminder capabilities and improved notification content.

Bulk approval reminders​

Users with the appropriate permissions can now send reminder notifications to multiple approvers simultaneously:

Users can navigate to the relevant submodule and select the approvals they want to send reminders for. They can then click the Send Reminder button, and use the bulk actions modal to send reminders.

Reminders can run in the background, allowing users to close the bulk actions modal and continue with other tasks. For more information see Approval reminders.

Enhanced approval notifications​

We've improved the information displayed in approval notification emails:

The following dimension information is now included for relevant documents:

• Project task
• Unit of measure
• Payment method
• Mileage rate
• Expense category
• Currency

We have also made the following formatting improvements for better readbility:

• Dimensions are sorted alphabetically
• Large amounts now display with thousand separators

Enhanced email processing​

Email processing helps automatically capture and process documents sent to your Zudello inboxes. We've made it easier to identify email sources and destinations for automation and document coding purposes.

When documents are received via email, Zudello now automatically sets the following new fields on the transaction:

• From address (Sender): The email address that sent the document
• Original recipient (Inbox): The Zudello inbox email address that received the document

These new fields open up a number of automation possibilities, including:

• Automatically coding documents to specific dimensions based on sender or inbox
• Assigning documents to specific users based on which inbox received them
• Setting up conditional workflows based on email source

Quick Actions improvements​

Quick Actions help you perform common tasks efficiently across different areas of Zudello. We've added more control over where Quick Actions appear within your system.

You can now control which modules and submodules display specific Quick Actions by adding context settings (similar to automation actions or field manager settings):

• No context: Quick Action appears everywhere (existing behaviour)
• With context: Quick Action only appears in specified module/submodule combinations

This enhancement allows you to create more targeted Quick Actions that appear only where they're most relevant.

Automation improvements​

Automation helps streamline your document processing by automatically applying business rules and workflows. We've enhanced error handling to make issues more visible and easier to resolve.

Improved error processing​

When automations encounter errors, the system now provides better visibility and handling:

• Enhanced error detection:

  • Errors that occur during database operations (not just action failures) now properly update document status
  • Documents with automation errors are moved to "Unable to Process" status
  • Error messages are displayed in the header banner for immediate visibility

• Resolved error scenarios:

  • Fixed issues with consolidate actions when lines are linked to allocations and budgets
  • Resolved problems with incorrect payload construction
  • Improved handling when values like suppliers are unintentionally cleared

• Better logging:

  • Expanded logging capabilities for easier troubleshooting and investigation
  • Improved traceability for automation-related issues

Enhanced duplicate document handling​

Duplicate document detection helps prevent processing the same document multiple times and avoids potential double payments. We've improved how the system handles duplicates to provide more flexibility in document management.

Smart duplicate checking​

The system uses SHA (Secure Hash Algorithm) codes to create unique fingerprints for each file. Previously, when a potential duplicate was detected, the system would block all duplicate uploads, requiring permanent deletion of the existing document.

The system now checks the duplicate transaction's status:

• If the existing document status is Deleted, the new upload is accepted
• This allows you to replace deleted documents while maintaining duplicate protection for active documents

For more information about managing duplicates, see our guide on Duplicate documents in Zudello.

Statement improvements​

During statement reconciliation, the auto-matching feature now ignores transactions in Deleted status, ensuring only active invoices and credit notes are considered for matching.

Resolutions​

We're constantly working to refine Zudello functionality and ensure that we address any issues as soon as possible. As part of this release, we've made the following resolutions and improvements:

• Resolved an issue where staff user names weren't always properly anonymised in budget submissions and resource comments
• Re-enabled the ability to use the @ symbol when adding users via the chat modal, with improved user selection using Enter or Tab keys
• Fixed an issue where the Dimension Summary section remained editable on read-only approval documents
• Resolved a permission error with the Place Order action when users lacked purchase order update permissions
• Fixed an issue where Payment Method was incorrectly prefilled into transaction lines instead of headers when configured as a supplier default
• Improved handling of Excel files that cannot be converted to PDF, preventing ingestion crashes
• Enhanced error handling to properly mark unprocessable documents as UNSUPPORTED or prevent transaction creation for problematic email uploads

Have an idea?​

Do you have an idea for a new feature or how we can improve our current features? Let us know at support@zudello.com.

Your ideas and feedback are an important part of our product planning process to make Zudello better for everyone.

Release date: 18 June 2025
Version: v3

Here's the latest summary of what's new and improved in Zudello, as well as what we resolved in the latest release.

Looking for something? Browse by tag to find release notes on a specific feature.

New and improved​

Manual approval reminders​

Zudello's approval workflows ensure documents are reviewed and approved by the right people, at the right time. We've now introduced the ability to send manual reminders for pending approvals directly through the Zudello interface.

This new feature allows users with the appropriate permissions to send approval reminder emails to approvers with pending approval steps against a document.

The system intelligently manages reminder notifications by:

• Checking all approval steps within the current milestone
• Sending reminders only to users with currently pending responses
• Excluding users who have already approved, rejected, or had their responses processed through delegation or escalation
• Including the name of the person who sent the reminder, and the time since the approval was first requested

For more information see Approval reminders.

Improved email approval experience​

For teams that require approvals to be completed within the Zudello platform, rather than via email, we've improved the messaging in approval emails. The updated emails make it clearer that users need to log into Zudello to complete their approval or rejection.

This improvement helps streamline the approval process and reduces confusion for users who might otherwise attempt to reply via email.

This change will automatically take affect for all applicable teams.

Purchase order reordering​

Purchase order management helps you track orders with suppliers from creation through to fulfilment. We've introduced a new Reorder function that allows you to quickly create new purchase orders based on existing ones.

The Reorder action is available in the ... menu at the top of the document viewer. The reorder function offers:

• Quick duplication of existing purchase orders
• Automatic status reset to the default creation status
• Clearing of document-specific fields like document number, dates, and Placed by information
• Preservation of supplier and line item details for easy reordering

This feature streamlines the process of placing repeat orders with suppliers, saving time and ensuring consistency.

The reorder function is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling this feature for your team.

Quote to purchase order conversion​

Quote management helps you track potential purchases from initial inquiry through to order placement. We've launched a new Convert to PO function that streamlines the process of converting approved quotes into purchase orders.

The Convert to PO action is available in the document viewer header and provides:

• Seamless conversion from quote to purchase order format
• Automatic status updates for both the original quote (set to Completed) and new purchase order (set to default creation status)
• Proper document linking through related documents functionality
• Preservation of all relevant quote details in the new purchase order

This enhancement eliminates manual re-entry of quote information and ensures accurate tracking of your procurement process from quote to order.

The convert to PO function is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling this feature for your team.

Enhanced data permissions for allocated documents​

Data permissions help control which users can access specific documents and information within your Zudello system. We've improved how data permissions work for documents linked through allocations (such as invoices matched to purchase orders and receipts).

Previously, users needed access to both documents in an allocation relationship to view either one. Now, if a user has access to one document (such as an invoice), they automatically gain access to any purchase orders or receipts allocated to that document.

This enhancement provides a more intuitive access experience while maintaining security controls, making it easier for users to work with related documents without requiring complex permission configurations.

Document Studio improvements​

Document Studio empowers you to customise how Zudello extracts data from your documents. We've resolved an issue where reference fields weren't being populated correctly during the extraction process, ensuring more accurate and complete data capture.

Document Studio is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling Document Studio for your team.

Expanded backend validation support​

Data validation helps ensure information is accurate and complete before documents are processed. We've expanded our backend validation capabilities to support:

• Expense documents with basic validation requirements
• Custom header fields for enhanced data quality control

These improvements provide more comprehensive validation coverage across different document types and field configurations.

Backend validation is currently only available for a selected number of teams. Reach out to support@zudello.com to discuss enabling this feature for your team.

Resolutions​

We're constantly working to refine Zudello functionality and ensure that we address any issues as soon as possible. As part of this release, we've made the following resolutions and improvements:

• We've enhanced document extraction processes to no longer trigger unnecessary extraction events after converting system-created documents, while maintaining proper extraction for uploaded or emailed documents
• We've improved error messaging when saving document coding rules to provide more context and clarity
• We've introduced fallback handling for PDF processing to prevent system crashes when encountering unsupported file formats
• We've resolved an issue with document conversion processes that could occasionally fail on the first attempt
• We've fixed an issue where documents for certain suppliers would occasionally fail to save properly
• We've addressed GST handling issues in claim generation processes

Have an idea?​

Do you have an idea for a new feature or how we can improve our current features? Let us know at support@zudello.com.

Your ideas and feedback are an important part of our product planning process to make Zudello better for everyone.