BTerrell Group Blog

How to Create an Inbound Email Alias for Docassist

Posted by Chris Karnes on Wed, Mar 18, 2015

With Docassist, you can set up aliases to email documents directly into Docassist. You may set up as many alias’ as you need, and direct them to go wherever in the Cabinet Directory you would like.

You must be a Docassist Administrator to create an inbound email address. It’s easy so, sign in and let’s get started.

Upon signing in, you are in the Dashboard, Click on the Admin Tab.

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Click on Integration to open the dropdown menu, then click Inbound Emails.

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Click on Add New Email Alias.

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Fill in the desired email alias and note the full email address. Then, select whether or not to combine all attachments into one document. Choose your document type, and the security access (who is allowed to send to the address). Use the folder selection menu to pick where in your Cabinet Directory the incoming documents will reside and then click Save.

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Your Email Alias is created and ready to use!

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Tags: docAssist

How to Transitition Approval from DocAssist to Intacct

Posted by Chris Karnes on Tue, Nov 04, 2014

In a previous blog post, I explained how to create the workflow for an approval process between DocAssist and Intacct. Today, I will show you how to set up the transition to Intacct.

After creating the Roles and setting up the workflow, we now set the state transition conditional group, which will push the document to Intacct once a manager has approved it. Click “add.”

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Enter the group name “Group1” and select the “integration” check box, then click “next.”

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Verify the “Create AP Bill (Manager Approved Default)” is selected and click “next.”

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Select your instance of Intacct in the first drop down, and the action to take in the second drop down, then click “next.”

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Review the Summary and click “finish.”

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Click “next.”

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Click “Activate AP Bill Approval Process upon Finish” and click “Finish.”

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Your workflow is now set up and ready to use. To test the workflow, first make sure you are a member of both of the roles we set up at the beginning of this tutorial (AP Bill Attribute Entry, and AP Bill Approving Managers) or have access to the members you set up in each role. Then, upload a document to test. Click “Add/Upload Document” and follow the steps to upload a document. Then view it (if you selected email notification, an email will be dispatched to the users assigned to the AP Bill Attribute Entry role upon upload of the document).

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Edit and enter the attributes you need, then hover the mouse over “Workflow” and select “Mark as Get Approval.” Note, you must click on the attribute name to unlock the field and enter a value. 

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Click on the “transition” button.

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A message will be displayed in the box, and if successful, the window will auto close after a moment.

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The document is now in the managers review section (if you selected email notification an email will be dispatched to the managers assigned to the AP Bills Manager Approval role). When a manager hovers over the workflow button, after reviewing the attributes he/she can either approve and send the bill on into Intacct, or disapprove and send the document back down to the attribute entry team. 

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It is not an easy process to set up, it takes a bit of time. But, once it is established, the approval process is much easier!

 

Tags: docAssist

Creating the Workflow for an Approval Process in DocAssist and Intacct

Posted by Chris Karnes on Thu, Oct 16, 2014

In a previous blog post, I explained how to set up DocAssist to integrate an approval process between it and Intacct. In this blog post, I'll show you the workflow to ensure the approval process flows from DocAssist to Intacct smoothly.

Setting up the Workflow

In the admin section of DocAssist click on “workflow”, “workflows 2.0”, and then click “add new workflow” on the right.

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Enter the workflow name “AP Bill Approval Process” and then click “begin workflow wizard”.

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Select your document type from the drop down men and click “next”.

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Check the appropriate cabinet drawer and click “next”.

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We will create three workflow states. Click on the “add state” button.

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For the first workflow state, enter the state name “Captured”, select “Linear Approval (default)”, if you want the system to email users when a document hits this state then check the email alert check box. Check the “AP Bill Attribute Entry” roll, then click “save”.

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For the second, click the “add state” button, enter the state name “Manager Approval”, select “Linear Approval (default)”, if you want the system to email users when a document hits this state then check the email alert check box. Check the “AP Bill Approving Managers” roll, then click “save”.

For the third, click the “add state” button, enter the state name “Create AP Bill”, select “Linear Approval (default)”, if you want the system to email users when a document hits this state then check the email alert check box, note that I left the email alert unchecked as this is the final state that gets pushed to Intacct. Check the “AP Bill Approving Managers” roll, then click “save”.

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Select “captured” to be the initial workflow state and click “next”.

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We will set up three transitions, which will be the actions available to users to move documents through the workflow. Click “add transition”.

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The first transition name will be “Get Approval”. Select the destination state “Manager Approval” in the dropdown box and click “save”. This tells the system that when a user selects the action get approval, the document will transfer to the manager approval state and wait for a manager to review.

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Click “add transition” again and enter the second workflow transition name “Manager Approved” and select the destination state “Create AP Bill” from the drop down and click “save”. This tells the system that when a manager clicks on the manager approved action the document will transfer to the create AP bill state.

Click “add transition” again and enter the third workflow transition name “Manager Disapproved” and select the destination state “Captured” from the drop down and click “save”. This tells the system that when a manager clicks on the manager disapproved action the document will transfer to the captured state.

Review your Workflow transitions and then click next.

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Now we set up the state transitions. These steps will link our states and transitions together.

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The first workflow state transition will be “Captured” in the state name drop down. Next, select “Get Approval=>Manager Approval” in the transition=>destination state drop down, and click the “AP Bill Attribute Entry” checkbox and click “save”.

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Click “add state transition”. The second workflow state transition will be “Manager Approval” in the state name drop down menu. Choose “Manager Approved=>Create AP Bill” from the Transition=>Destination State drop down. Check the “Conditional State Transition” check box, as well as the “AP Bill Approving Managers” check box, then click “save”.

Click “add state transition”, the third workflow state transition is “Manager Approval” in the state name drop down. Choose “Manager Disapproved=>Captured” from the Transition=>Destination State drop down menu and check the “AP Bill Approving Managers” check box and click “save”.

Review the workflow State transitions and click “next”.

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This step is optional, and lets you set the drop down order when users have multiple options. In our case, when managers are reviewing the document, they can approve or disapprove. This menu lets you set in what order those options appear. If you want to set the order click “Set Order” and drag and drop to order the options then click “save”, and click “next” to go on to the next step, otherwise just click “next” to skip this step.

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In the next blog post in this series, I will show you how to set everything up to transition into Intacct.

Tags: docAssist

Creating Roles for a Multi-Step Approval Process using Intacct and DocAssist

Posted by Chris Karnes on Tue, Sep 23, 2014

We get many requests on how to have a process work across two or more applications. This is how we setup everything for a multi-step workflow approval process across Intacct and DocAssist.

Before you get started, you must have the following:

  1. Document Types created, workflows are specific to a document type.
  2. Folder Structure set up, workflows are tied to one or more drawers.
  3. Intacct web API set up in DocAssist by DocAssist’s technicians.
  4. Be an administrator in your instance of DocAssist.

 

Creating Roles

First we created roles for the data entry group and approving manager group (the people responsible for each task). Go to the admin section, and click on “organizations” then click “roles.” Select the organization and department in the appropriate drop down box, then click “add new role.”

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Enter the name “AP Bill Attribute Entry” and select the users you want fulfilling the role and click save. This role is used for entering the bills attributes into DocAssist.

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Repeat this process using “AP Bill Approving Managers.” This role is used to review and approve/disapprove the attributes entered before pushing to Intacct.

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Next, we allow the newly created roles access to the drawers where the documents will reside. In the Admin Section click on “document management,” then on “drawers,” and then click “edit” in the cabinet drawer name.

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Click the check boxes next to the newly created roles and give them “write” access to the drawer, then click “save.”

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Now we must give the role options in the document type. In the admin section click on “document management,” then on “document types” and click on the “edit” link in the document type.

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Click the “next” button twice to get to the “setup step 3 of 3” page, select the “AP Bill Approving Managers” radio button and click “edit.”

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Select the top check box enabling all options and click save.  Repeat this step for the “AP Bill Attribute Entry” role we created.

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In a future  blog post, I'll discuss how to set up the workflow. 

Tags: docAssist, Intacct

Docassist, A/P workflow, and G/L close

Posted by Brian Terrell on Thu, Jun 26, 2014

Yesterday, a prospect asked how Docassist, a cloud based document management and workflow automation application, could help his company discover and account for unapproved Accounts Payable bills received in the first days of one fiscal period but belonging in the prior period's results. In other words, these bills would be added to the A/P workflow in the first few days of a month and remain unapproved and unposted up to the moment the accounting department would be ready to close the books. As our prospect noted, "We don't want to close out a month and omit an invoice while the invoice may still be in the approval process."  

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I referred this question to Don Lyman, Chief Executive Officer at Docassist, and received this reply:

This question highlights many advantages Docassist brings to the A/P business process. Instead of losing visibility to paper bills as they route manually from one approver to the next, Docassist users may check on those documents' progress in multiple ways. For instance, the Docassist Workflows Dashboard indicates unapproved A/P bills. Also, Docassist allows users to easily create, save, and run a document search to quickly find unprocessed bills meeting certain criteria, such as a bill dated in the last few days of the prior month or the first few days of the current month. Finally, Docassist includes a configurable email notification feature informing users of the status of pending A/P bills.

 

Many Docassist functions run directly from the Intacct desktop, such as data and document entry, A/P bill review, and transaction lookups.  For reports that currently only run directly from Docassist, the Docassist Professional Services Group can tweak those to make them accessible directly from Intacct. This would add reporting to those mechanisms mentioned previously by which a bill could be highlighted for General Ledger accrual or other special treatment. Of course, accruals could be automatically reversed in subsequent months by using Intacct's standard functionality. The bottom line is that Docassist's multiple features for ensuring transaction visibility make month end smoother and more accurate.

Since 2002, Docassist has provided market leadership in cloud document management and workflow automation.  They serve many industries, including financial services, hospitality, not-for-profit, education, manufacturing, technology and healthcare.  In addition to tight integration with Intacct, Docassist has similar connectivity to Sage 300 ERP.  To find out more about Docassist, please contact me at brian.terrell@bterrell.com or request additional information from www.bterrell.com.

Tags: accounts payable, general ledger, docAssist