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Release notes edition 3.5.7

Release date: 25 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

New item management features

Item management helps you maintain your product catalogue and ensure accurate coding across all transactions. We've launched two new item management features to let how you create and manage items directly from the document viewer.

Create new item flow

You can now create new items directly while processing documents. When this setting is enabled, you'll see a + icon when searching for items in your catalogue.

Clicking the + icon will:

  • Open a new item modal
  • Prefill key information from the transaction line, including SKU, description, and pricing
  • You can then add additional relevant information before saving the new item

This eliminates the need to leave the document viewer and navigate to the Items submodule to create missing items. Reach out to support@zudello.com to discuss enabling this feature for your team.

Create item alternatives flow

When suppliers or customers use different codes than your internal product codes, Zudello's Item alternatives automatically recognises these alternative codes and match them to the corresponding items.

To make onoing item management easier, Zudello now allows you to add new Item Alternatives straight from the document viewer. If you manually link an item to a transation line:

  • Zudello checks if the extracted code matches any existing item alternatives
  • If no match is found, you'll see a warning with the option to create new item alternatives
  • You can save all suggested alternatives or deselect unwanted options
  • The system automatically populates supplier or customer fields for the new alternatives

Enhanced Extraction Process

To support item alternative creation, we've improved our extraction process:

  • The system now captures both the original extracted code and the matched item code
  • When items are linked to transaction lines, the line code is automatically updated to match the linked item
  • The extracted item code is still saved against the document, to ensure all originally extraced data remains available, even after alternatives are applied

Price Books (Limited customers only)

Price management helps you maintain accurate pricing for validation and automation across different suppliers, customers, and business dimensions. We're excited to announce the limited release of our new Price Books feature.

Price Books make it simpler for you to:

  • Manage specific pricing arrangements: Configure and manage fixed item pricing for specific suppliers, customers, locations, or projects
  • Automate pricing application: Automatically apply the correct pricing when creating requisitions or purchase orders
  • Validate invoice pricing: Compare received invoice prices against your negotiated rates to ensure accurate billing
  • Support complex pricing scenarios: Handle multiple pricing dimensions and hierarchies

Key capabilities

  • Flexible pricing dimensions: Configure pricing by supplier, customer, subsidiary, project, or combinations thereof
  • Automatic price prefilling: Populate correct pricing when creating new transactions
  • Price validation: Compare invoice prices against configured rates with customisable tolerance levels
  • Comprehensive search and filtering: Easily find and manage pricing across large catalogues

Price validation enhancements

We've upgraded our price comparison capabilities with a new validation system that checks prices in order of priority:

  1. Price Book pricing (most specific and relevant)
  2. Supplier/Customer specific pricing (legacy feature, to be deprecated)
  3. Line pricing (customer-specific retail pricing)
  4. Item pricing (standard purchase or sell prices)

The system displays clear indicators showing whether prices match, are higher, or lower than expected, with detailed context available on hover.

Price Books are currently only available for a selected number of teams and require additional implementation. Reach out to support@zudello.com to discuss enabling this feature for your team.

Importing improvements

Document importing helps you efficiently upload large volumes of data into Zudello. We've significantly upgraded our importing infrastructure to provide better reliability and expanded functionality.

Enhanced importing engine

  • Improved reliability: Resolved issues where imports would stall without error messages
  • Better document type handling: Fixed problems with document type assignment during import
  • Enhanced error reporting: More detailed feedback when imports encounter issues

Expanded date format support

You can now import data using additional date formats:

  • YYYY-MM-DD
  • YYYY/MM/DD

Flexible resource updating

  • Code-based matching: Update existing resources by matching the code field, eliminating the need to provide UUIDs or external IDs
  • Improved data integrity: The system prevents duplicate matches by failing imports when multiple records share the same code

We're continuing to test and refine the importing system to identify and resolve any remaining issues in upcoming releases.

Enhanced virus scanning

Document security is essential for protecting your business data. We've improved our virus scanning capabilities to provide better protection against corrupted and malicious files.

The enhanced virus scanning now:

  • Rejects unsafe files: Automatically blocks corrupted and malicious files during manual upload
  • Provides clear feedback: Shows error warnings when files are rejected
  • Protects all upload methods: Covers manual uploads, email attachments, and API submissions

This improvement helps maintain the security and integrity of your document processing workflows.

Reporting (Limited customers only)

Business intelligence and reporting help you gain insights into your document processing workflows and identify opportunities for improvement. We're excited to announce the alpha release of our new Reporting suite.

Key features

  • Comprehensive dashboards: Access pre-built reporting dashboards covering key business areas
  • Flexible filtering: Filter reports by date ranges, users, submodules, and other dimensions
  • Export capabilities: Download individual charts and reports to Excel or CSV formats
  • Real-time insights: Refresh dashboards on demand to see the latest data

Available dashboards

Approval Dashboard

  • Track pending approvals by user and submodule
  • Monitor escalations, forced approvals, and rejections over time
  • Analyse approval response times and identify bottlenecks
  • Review detailed approval histories with searchable data

Accrual Dashboard

  • Monitor business expenses recorded before payment
  • Track documents yet to be fully processed through to your ERP
  • View accruals at both header and line level
  • Filter by supplier, location, account codes, and other dimensions

Administrative access

  • Super user access: Unrestricted access to reports across all teams
  • Configurable permissions: Teams can be opted in using REPORTING#VISIBLE and REPORTING#VIEW permissions
  • Admin-focused: Designed for administrative users with elevated access requirements

Reporting is currently only available for selected teams. Data permissions are not enforced in reporting, so this should be considered an admin-level feature. Reach out to support@zudello.com to discuss enabling this feature for your team.

Document Studio improvements

Document Studio empowers you to customise how Zudello extracts data from your documents. We've resolved several issues to improve the accuracy and reliability of document extraction:

  • Fixed reference field population: Resolved an issue where reference fields weren't being populated correctly during extraction
  • Enhanced extraction reliability: Improved overall extraction accuracy and consistency

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.

Backend validation enhancements

Data validation helps ensure information is accurate and complete before documents are processed. We've added new validation capabilities to help maintain data quality:

  • Unit of measure validation: Added validation to flag items with unit of measure conversions but no base unit of measure configured
  • Payment reconciliation fixes: Resolved validation errors that could occur during payment reconciliation processes

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.

Budget management improvements

Budget management helps you control spending and ensure costs stay within defined limits. We've introduced new configuration options to provide more flexibility in how budget information is displayed and managed.

Enhanced budget visibility controls

We've added the following budget visibility controls:

Restrict budget impact visibility

  • Budget owner restrictions: Limit budget impact information to budget owners and budget line owners only
  • Configurable access: Choose whether all users or only budget owners can see budget details
  • Comprehensive coverage: Restrictions apply to banners, sidebar modals, exception columns, and email notifications

Streamlined budget exception handling

  • Optional exception reasons: Configure whether users must provide reasons when submitting over-budget transactions
  • Flexible workflows: Allow users to submit without disruption when exception reasons aren't required
  • Maintained validation: Budget exceptions still require individual document review and cannot be bulk submitted

These enhancements provide more granular control over budget information access while maintaining necessary financial controls.

Enhanced data permissions

Data permissions help control which users can access specific documents and information within your system. We've made several improvements to provide more intuitive access management:

  • Simplified message thread permissions: Removed unsupported Related options from message thread permissions
  • Improved expense access: Resolved an issue where claim approvers couldn't access linked expenses when using Own data permissions
  • Automatic related access: Users who can access claims now automatically gain access to related expenses, and vice versa

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:

  • Dataset management: Added dataset type and version labels to the dataset list view for easier identification
  • Module organisation: Removed unnecessary All submodules from modules where they weren't needed
  • Email handling: Improved email display in related resources and resolved issues where emails showed as "unknown" related resources
  • Email visibility: Emails are now hidden from the related resources section but remain accessible via the inbox icon
  • Workflow improvements: Resolved an issue where update events weren't raised after the place order action

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 notes edition 3.5.6

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

info

Important note: Users with multiple pending responses on the same document may receive multiple reminder notifications.

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 "More Actions" menu and 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.

Release notes edition 3.5.5

Release date: 11 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

Enhanced supplier and customer matching

Document extraction and supplier matching help automatically identify and link suppliers to invoices, reducing manual data entry and improving accuracy. We've significantly improved how Zudello matches suppliers and customers to documents through enhanced recognition capabilities.

Improved tax number matching

We've enhanced our tax number (ABN) matching to handle common extraction issues:

  • Advanced handling of incorrectly extracted tax numbers, including situations where an extra digit is added during document scanning
  • Intelligent search algorithms that can still find the correct supplier even when tax numbers are extracted with minor errors
  • Improved accuracy for Australian ABN recognition and matching

Expanded matching criteria

We've broadened the range of information used to match suppliers and customers:

  • Bank account number matching: Documents can now be matched using bank account details.
  • Company reference matching: Added support for account numbers and reference codes.
  • Enhanced email matching: Improved email-based supplier identification, including matching from sender email addresses.
  • Phone number matching: Documents can be matched using supplier phone numbers.
  • Alternative supplier information: Extended search to include supplier alternative records for more comprehensive matching.

The matching process now follows a logical hierarchy, starting with the most reliable identifiers (tax numbers) and progressively expanding to other criteria when needed. This ensures accurate supplier identification while reducing the need for manual intervention.

Field auto-filling enhancements

Purchase order matching and auto-filling help reduce manual data entry by automatically copying information from linked documents like purchase orders to invoices. We've completely enhanced the auto-filling system to provide more comprehensive data transfer and better automation.

Expanded auto-fill capabilities

Auto-filling now works across a much wider range of fields:

  • Header information:

    • Reference
    • PO number
    • Currency
  • Supplier details:

    • Supplier name, code, and tax information
    • Contact details including email and phone numbers
  • Delivery information:

    • Complete address details including attention, addressee, and full delivery address
  • Line-level details:

    • Stock codes and linked items
    • Dimensions such as account codes, cost centres, departments, locations, and subsidiaries
    • Project information
    • Tax rate codes
  • Custom fields:

    • Full support for all custom field types including text, numbers, dates, select fields, and boolean values

Enhanced auto-fill triggers

Auto-filling now activates automatically in more situations:

  • When documents are uploaded, emailed, or rescanned and automatically matched
  • When you manually select purchase orders or purchase order lines to match
  • When you use the Apply trained rules function
  • Through API integration with enrichment enabled

After auto-filling completes, the system continues to apply other default values from your inbox settings, user preferences, and employee records for any remaining blank fields.

Expanded approval capabilities

Approval workflows ensure that documents are reviewed and approved by the right people at the right time. We've enhanced our approval system to provide more flexibility and control over your approval processes.

Procurement owner approvals

For organisations managing purchase orders through external systems, we've expanded procurement owner approvals to include approvals based on the Placed by field.

Invoice and receipt approval steps can now be assigned to the user who placed the original purchase order. This enhancement is particularly valuable for teams that create purchase orders in external systems but need approval workflows in Zudello.

Enhanced delegation of authority (DOA) options

We've expanded DOA approval capabilities, and now support the Payment method fields as a DOA dimension.

This allows you to configure approval rules based on payment methods, giving you more control over transaction approval requirements.

Reach out to support@zudello.com to discuss adjusting your DOA settings.

Improved data permissions performance

Data permissions help control which users can access specific documents and information within your system. We've implemented performance improvements to make data permission processing faster and more efficient, particularly for systems with complex permission structures.

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 system stability by improving error handling for documents that cannot be processed, ensuring they're marked as unsupported rather than causing system issues
  • We've improved validation messaging for document coding rules to provide clearer feedback when configuration issues are detected
  • We've resolved configuration issues that could occasionally cause system errors in specific deployment scenarios
  • We've added enhanced field management capabilities with improved naming conventions for easier system administration
  • We've expanded the expenses module to include units of measure functionality for better expense tracking and reporting

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.