3 posts tagged with "Document coding"

Release date: 7 August 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 delegation of authority (DOA) dataset handling​

Delegation of authority (DOA) datasets drive your approval workflows by determining who needs to approve transactions. We've improved how the system handles situations where approval automations don't find any matching dataset rows for a given transaction.

Skip line if no match handling​

We've adjusted the exception handling behaviour for DOAs set to Skip line if no match:

• If the system can find a match for at least one row of the transaction, it's considered successful
• If no applicable rows are found in the dataset, the document moves to Unable to Process status with an explanatory notice

Exception handling for DOAs set to Skip sentence if no match or Fail if no match remains unchanged.

Improved handling of misconfigured dataset rows​

We've also improved our handling of dataset rows with empty limit or user fields:

• Empty dataset rows are automatically ignored instead of causing system errors
• This prevents common configuration mistakes from disrupting your approval workflows

Enhanced document coding capabilities​

Document coding helps you automatically populate transaction fields based on extracted document information, reducing manual data entry and ensuring consistent coding. We've significantly expanded document coding capabilities to give you more automation options.

Document type automation based on keywords​

You can now automatically set document types (forms) based on keywords found in your documents:

• Keyword-based document type assignment
  • Configure rules that automatically assign the correct document type when specific keywords are detected
  • Combine with module and submodule context for more precise automation
  • Opens up new customer-facing automation possibilities you can configure yourself

Custom field support​

Document coding now supports custom fields as both trigger and target fields:

• Custom field triggers
  • Use custom fields as the source field to search for keywords
• Custom field targets
  • Automatically populate custom fields based on detected keywords
• Enhanced workflow integration
  • Works with Document Studio to create custom questions that can be used in coding rules
  • Enables more sophisticated document type assignment beyond a single default document type per supplier
  • Reduces manual data entry during document review

Improved contact matching and enrichment​

Document enrichment helps ensure consistent supplier and customer information across your transactions. We've enhanced the contact matching process to provide more accurate and complete document information.

When the Force overwrite setting is enabled for supplier/customer information, the system now automatically updates document details to match the details on record for the linked supplier or customer:

• Enhanced field overwriting

  • Company name, tax number, email, and phone details are automatically populated from supplier/customer records
  • This helps correct extraction inconsistencies such as slightly incorrect ABN numbers or company names affected by logo interference
  • Only overwrites when supplier/customer records contain information

• Protected fields

  • Company reference and bank account details remain unchanged to preserve document-specific information
  • Ensures critical payment information isn't inadvertently modified

This enhancement ensures your transaction records maintain accurate supplier and customer information, without any additional manual review.

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 with new features and better reliability.

Placed By user support​

You can now import and set the Placed By user field for transactions like purchase orders. This is particularly useful for migrating purchase orders, when you need to maintain accurate procurement owner records.

You can import the Placed by user by creating a column with their email addresses in your import file. During import, Zudello will search for a user with the same email address, and apply it.

Intelligent default application​

The system now automatically applies configured defaults when document types or statuses aren't provided. When you don't specify document types or statuses in your import files, and haven't made bulk selections or mapped these fields, Zudello will automatically apply your configured defaults. This smart handling only applies defaults to new transactions and won't overwrite existing values.

Streamlined bulk status updates​

For CSV-based workflows, we've introduced a quick process for bulk transaction status updates:

1. Create export templates that include only transaction UUIDs
2. After processing transactions in your external accounting system, export the UUID list
3. Upload this file via the Imports tab in Zudello, and select your desired status
4. Map the UUID column in your CSV to the UUID field in Zudello if it is not automatically recognised
5. Zudello will bulk update all the transactions

For more help with importing, see our how-to guide on Importing

Enhanced bulk transaction imports​

We've improved bulk transaction imports with flexible column ordering. You can now mix transaction header and line columns in any order within your import files, rather than being required to group all header columns before line columns. This provides more flexibility in how you structure your import files.

Enhanced validation capabilities​

Data validation helps ensure information is accurate and complete before documents are processed. We've significantly expanded our validation system to provide better data quality controls across more scenarios.

Custom field validation support​

Validation now works with both custom header and custom line fields. You can apply validation rules to all custom field types including text, number, and select fields. These validations work across both document headers and transaction lines, ensuring data completeness for your specific business requirements.

Required if validation enhancements​

We've expanded conditional validation capabilities with Required if conditional logic. You can now mark fields as required only when specific conditions are met.

The system also considers Visible if rules and automatically suppresses required validations when fields aren't visible to users. This provides flexible validation that adapts to your document workflows.

Approval validation enforcement​

Validation errors are now fully enforced during approval processes. When validation errors exist, the system will:

• Block both standard approve and force approve actions
• Prevent approval actions from external sources such as email approval links
• Stop automated approval actions like "Apply previous response" or "Auto approve submitter"

New expense-focused validations​

We've introduced specialised validation options for expense management. These ensure all expenses on a claim have passed their individual validations, verify that card spend expenses are properly reconciled to payments, and confirm all expenses on a claim have consistent employee and expense type information.

Enhanced email validation​

Email validation has been refined for better usability. The system now only validates fields that actually contain values, so empty email fields aren't flagged as invalid. You can combine email validation with "Required" validations if you need both valid and mandatory email addresses.

Email validation now also works on non-transaction resources such as supplier email fields.

For more information on using and understading validations, see our guide on Document validations

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: 29 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 automation capabilities​

Zudello's automations help you reduce manual data entry by automatically setting field values based on your business rules. We've expanded automation capabilities to support custom fields, giving you more flexibility in your document processing workflows.

Custom field automation support​

You can now create automation rules that set values for basic custom fields across both document headers and transaction lines. This includes the following field types:

• Text fields
  • Automatically populate text-based custom fields
• Number fields
  • Set numeric custom field values
• Date fields
  • Apply date values to custom date fields
• Checkbox fields
  • Control boolean custom field settings

Module-specific document coding​

Document coding helps automatically populate transaction fields based on extracted document information. We've enhanced document coding to support module-specific rules, allowing you to apply different coding logic across your various business processes.

You can now configure document coding rules to apply only to specific modules and submodules:

• Context-specific rules
  • Set rules that only apply in specific areas like Expenses or Purchasing
• Flexible configuration
  • Choose which modules and submodules each rule should affect

• Backwards compatibility
  • Rules without module context will continue to apply across all modules as before

This enhancement allows you to create more precise coding rules that match your specific business workflows for different document types.

Enhanced document viewing options​

Document viewing helps you review and work with your uploaded documents efficiently. We've restored and improved document viewing options to give you better access to different document formats and information.

Expanded viewing capabilities​

All users now have access to multiple document viewing options through an enhanced viewing menu:

• Original view
  • Shows documents converted to images for faster loading
• OCR Text view
  • Displays the text that Zudello extracted from your document, helping you understand what information the AI processing identified
• Uploaded Document view
  • Provides access to the original PDF format for easy text copying, annotation, rotation, downloading, and printing

Improved menu design​

With the addition of this new menu, the document viewer will now have two menus:

• Three-dot menu (...)

  • Gives you access to various actions you can take on documents

• Chevron menu (arrow down)

  • Gives you access to different ways of viewing the same document

Unlock permission for approvals​

Approval workflows ensure documents are reviewed and approved by the right people at the right time. We've introduced new permission controls to give you finer control over who can edit documents during the approval process.

We've added a new permission system that requires users to explicitly unlock documents before editing them during approvals:

• Enhanced security
  • Prevents accidental edits by requiring an intentional unlock action
• Granular control
  • Administrators can control which users have unlock permissions separate from general editing permissions
• Performance improvement
  • Reduces system load by minimising unnecessary update calls during the approval process

Seamless transition​

To ensure continuity, we've automatically granted unlock permissions to all users who currently have update permissions. Administrators can adjust these permissions as needed for their specific workflow requirements.

Improved approval visibility​

We've enhanced how approval information is displayed to make it easier to track approval status without additional user interactions.

• Always-visible responses
  • Approval responses are now permanently displayed on screen instead of requiring hover actions
• Streamlined interface
  • The Others section remains collapsed by default for a cleaner view while keeping essential information visible

Enhanced rejection workflow​

Document rejection helps you return documents to suppliers or submitters when issues need to be resolved. We've improved the rejection feature to make the process more intuitive and automatic.

Intelligent email handling​

The system now automatically determines the appropriate recipient for rejection emails:

• Primary contact
  • Uses supplier or customer email addresses from the document when available
• Fallback lookup
  • Searches linked supplier or customer records for email addresses if document fields are empty
• Module-aware display
  • Shows Supplier or Customer labels based on the module you're working in

Configuration improvements​

We've made several enhancements to system configuration options to improve usability and reduce setup complexity.

Enhanced default document types​

Setting up default document types against suppliers and customer is now more intuitive with dropdown menus for:

• Module selection: Choose the appropriate module from a dropdown
• Submodule selection: Select the relevant submodule
• Document type selection: Pick the specific document type

Inbox management improvements​

For organisations with multiple inboxes, we've added features to help you find and manage inboxes more efficiently:

• Search functionality: Quickly find specific inboxes by name
• Alphabetical sorting: Inboxes are now sorted alphabetically for easier browsing
• Quick access: The first five search results are pinned for convenient access

Better team management​

We've improved how the system handles default team settings to reduce confusion and prevent accidental changes:

• Smart team loading
  • The system now prioritises your default team when displaying settings
• Production team priority
  • If no default is set, production teams are shown before sandbox environments
• Visual indicators
  • Team type icons help you identify when you're viewing sandbox team settings

Card reconciliation enhancements (limited customers only)​

Card reconciliation helps you match credit card transactions with expense records for accurate financial reporting and expense management. We've expanded the reference field display to make it easier to identify and match payments.

Card reconciliation is currently only available for a selected number of teams. 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, ensuring maximum accuracy for your specific document types and formats. We've enhanced extraction capabilities to capture more supplier and contact information.

Enhanced contact extraction​

We have made imrovements to how Document Studio extracts and populates supplier, merchant, and contact name information, providing more complete data capture from your documents.

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.

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 resolved an issue where hover messages showed incorrect submodule information when opening transactions from related documents (for example, opening a receipt from a purchase order now correctly shows "receipt" in the hover message)
• We've fixed an issue where expenses on claims were incorrectly numbered in some cases

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: 2 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 item alternatives management​

Item alternatives let Zudello automatically recognise different codes that suppliers and customers use for the same products, reducing manual data entry and improving processing accuracy. We've made significant improvements to how the system searches for and manages existing item alternatives.

We've enhanced the search functionality when assessing potential new item alternatives, particularly when an item has existing alternatives linked to other suppliers or customers. This improvement ensures more accurate matching and reduces duplicate alternative creation, making your item management more efficient and reliable.

Importing improvements​

Document importing helps you efficiently upload large volumes of data into Zudello using CSV files and other formats. We've continued enhancing our importing capabilities with several key improvements to make the process more reliable and user-friendly.

Enhanced importing reliability​

We've upgraded our importing tool to use new backend technology, resolving several issues with the previous system:

• Improved document type handling: The system now correctly sets document types during import, eliminating previous inconsistencies
• Better error handling: Resolved issues where imports would stall without providing error messages to users
• Enhanced UUID validation: Improved handling of invalid UUID entries during import

Code-based resource updates​

Previously, to update records you needed to provide the UUID or external ID of each record. We've now added the ability to import and update resources using the code field for matching, making it easier for end users to manage existing data via imports.

Enhanced filtering capabilities​

Filtering helps you quickly locate specific transactions and documents within your system. We've expanded filtering options and improved the user experience for finding the information you need.

Improved quick filters and better display​

Quick filters are always visible when you open the filtering tab, and allow you to quickly drill down to the documents you need.

We've also improved the display of very long filter names, particularly for approval-related filters.

New allocation filters​

We've added allocation-related fields to the filtering options, making it easier to track transaction matching status:

• Allocation statuses: Filter by current allocation status
• Variance amounts and percentages: Find transactions with specific variance levels
• Remaining amounts and percentages: Identify partially allocated transactions
• Discrepancy amounts and percentages: Locate transactions with matching discrepancies

Enhanced approval filters​

We've expanded approval filtering capabilities to help you manage workflow status more effectively:

• Filter by specific milestone names or statuses
• Filter by step names or statuses
• Filter by associated approvers
• Filter by approval responses or reasons

Available approval statuses and responses:

• PENDING (response and status)
• ESCALATED (response and status)
• DELEGATED (response only)
• FORCED (response only)
• CHANGED (response only)
• APPROVED (response and status)
• REJECTED (response and status)

Approval and notification improvements​

Approval workflows ensure documents are reviewed and approved by the right people at the right time. We've made several enhancements to improve the approval experience and ensure proper workflow management.

Automatic approval cleanup​

We've improved how the system handles archived or completed documents with open approvals:

• Automatic clearing
  • When documents change from "Approve" status to any other status type (such as Archive or Mark as Completed), the system automatically clears any open approvals
• Improved reporting accuracy
  • This ensures approval reporting correctly reflects actual outstanding approval actions
• Reduced unnecessary notifications
  • Prevents escalation and reminder notifications for archived or completed documents

Open approvals are defined as active and future milestones, including all their steps and responses. Previously approved or rejected milestones are preserved for historical tracking.

Enhanced approval notifications​

We've improved the approval notification system:

• New approver notifications
  • When you manually change an approver, the system automatically sends approval required notifications to the newly assigned approver
• Expanded reminder options
  • Manual reminders are now available for escalated approval steps
• Improved claim notifications
  • Enhanced handling of claim notifications to avoid showing "unavailable" or "unknown" placeholders when key information is missing

Document coding improvements​

Document coding helps you automatically populate transaction fields based on extracted document information, reducing manual data entry and ensuring consistent coding. We've enhanced the document coding configuration to prevent invalid setups and provide clearer error messaging.

Improved field selection​

We've refined which fields can be used in document coding rules:

• Source fields
  • Limited to only text fields that can be populated by the extraction pipeline
• Target fields
  • Filtered to show only writable fields, excluding system-controlled fields like:
    • User and system date fields (e.g. Created at, Created by)
    • System-controlled fields (e.g. Budget status, Allocation status)
    • Sub-resources that can't be directly updated

Enhanced error messaging​

We've reformatted error messages for invalid document coding rules to make them easier to read and understand, helping you resolve configuration issues more quickly.

Price Books improvements (limited customers only)​

Price management helps you maintain accurate pricing across different suppliers, customers, and business dimensions. We've continued enhancing our Price Books feature with new capabilities for managing complex pricing scenarios.

Dimension-specific pricing management​

Building on our basic implementation, we've added advanced pricing capabilities:

• Accept pricing workflow
  • Ability to accept pricing when managing dimension-specific pricing (such as Subsidiary or Project pricing) without overwriting existing prices
• Bulk import and export
  • Full support for importing and exporting item pricing records via the user interface

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.

Reporting enhancements (limited customers only)​

Business intelligence and reporting help you gain insights into your document processing workflows and business performance. We've made improvements to enhance the reporting experience and provide better navigation capabilities.

Enhanced report exports​

We've improved how the system handles URLs and links when exporting reports:

• Better CSV and Excel exports
  • Enhanced handling of document URLs and links in exported data
• Approval dashboard improvements
  • Added document URLs and links to the approval dashboard, allowing users to easily navigate directly to transactions requiring attention (such as pending approvals)

Reporting is currently only available for selected teams. Reach out to support@zudello.com to discuss enabling this feature for your team.

Card Reconciliation improvements (limited customers only)​

Card reconciliation helps you match credit card transactions with expense records for accurate financial reporting and expense management. We have launched this new feature with selected customers and have made several enhancements based on initial feedback.

Enhanced expense management​

• Payment method visibility
  • Added the Payment method field as a column to the payments submodule table view for better transaction tracking
• Improved filtering
  • Added an additional filter to the card reconciliation screen specifically for Card Spend expenses

Smart default filters​

We've implemented intelligent default filters that users can modify as needed:

• Payment method matching:

  • Filters expenses by the selected Payment Method for reconciliation
  • Includes expenses without a Payment Method set
  • Can be disabled to show expenses regardless of payment method

• Card spend filtering:

  • Filters expenses by Expense Type = Card Spend
  • Can be disabled to show all expenses regardless of type
  • Both filters can be removed by clicking the 'x' if not needed

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

Document Studio improvements​

Document Studio empowers you to customise how Zudello extracts data from your documents, ensuring maximum accuracy for your specific document types and formats. We've added new extraction capabilities to capture more information from your documents.

Enhanced extraction capabilities​

We've expanded Document Studio's ability to extract information from transaction documents:

• Transaction Line Notes support
  • Document Studio now supports extracting notes from individual transaction lines

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.

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 resolved an issue where logos with identical names would overwrite each other across different teams, ensuring each team's branding remains distinct.

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.