Assigning Tags Dynamically in Quick Fields

asked on November 9, 2023

Hello:

We have five entities in our company and in each company there are five (5) different AP payment types.

When a Payables document is scanned,

a workflow identifies which entity the scan belongs to
and moves it in to a preprocessing directory in the identified entity
at this point we run a Quick Fields file on the document and add an entity identifier tag
ISSUE is at this point.
Each cover page identifies one of the five (5) different AP types and it is at this point of identification that payment type tag should be added

Regarding point five (5) above, I am looking for a way to add that or any other tag.

Any direction would be appreciated. Thank you.

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replied on November 9, 2023

Hi Chris:

Thank you for your quick reply!

We do have a document class for each payment type and have pre-populated the payment type tag within the Document Class.

The issue is that the Entity is not know at the time of processing but the payment type is.

So pre-populating the company in the Document class is not an option.

There is no process to add a new tag in the First Page, Page, Last Page or Post.

I think at this point there are two possible options:

1) See if the use of the Run Workflow option of the Document Class sending the company name and add the tag in the workflow.

2) Instead of trying to process all entities through one Quick Fields, I create this Quick Fields file for each entity thereby enabling the pre-population of the Payment Type and Entity.

I was hoping not to have additional Quick Fields files and/or add another process outside of Quick Fields ie Work Flow.

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replied on November 9, 2023

Hi Ben,

Ah ok, yes it sounds like this might be better handled by workflow at a later stage.

Just out of interest, workflow is pretty powerful and I try and use this wherever possible over Quick Fields. What specifically are you doing in Quick Fields that needs you to use this option over workflow? Barcode or something specific?

I'm only asking, as if you can do all the processing in workflow that might make your life a little easier all round.

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replied on November 9, 2023

Quick Fields is pulling the company, payment number and payment type from the scanned cover page. From the payment number we do a lookup to our accounting software and pull in the data for the metadata for the document class and then rename the file, put a time stamp on the top and then send it to the appropriate folder for the specific entity.

I've not delved to deeply into Work Flows, but know that will find it's way onto my radar sooner than later as follows:

We have setup an email import agent to our accountspayable email address and are saving the attachment. For each document, it will be identified, attached to a form and sent for an approver. Once approved it will be sent to an approved folder. At an interval (too be determined), we will pull that data and format it to be imported as an invoice batch to SAGE 300. This will be set up in Business processes. I've got the whole flow of things down, I just need to sit down and build it. Additionally, we are looking to move our employee non-credit card expenses from a paper based product into Concur and using an API to export the data and images into Laserfiche...

That's a bit of where everything is at. #BigProject =)

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replied on November 10, 2023

I know exactly what you mean

But on the face of it, it sounds like you might be able to pattern match those values from the cover sheet using workflow.

Another option might be to remove the cover sheet, and have the users enter in the lookup references as metadata rather than go through the pain of generating cover sheets in the first place, I'm guessing they have to enter it somewhere, they may as well enter it directly on the document (plus is saves the trees from the extra paper ).

Sounds like you've got it all in hand though.

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Assigning Tags Dynamically in Quick Fields

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