After capturing data within the Rossum app, the final step is getting data out of the system for further processing. There are several data formats Rossum supports – XLSX, CSV, XML or JSON. While XML and JSON are important for programmers and integrators working on automatic integration in other workflows, anyone can work with XLSX and CSV files, which are essentially a spreadsheet format.
When trying to get the captured data in the app, the data can be downloaded from both Confirmed and Exported tab, depending on your workflow and needs. Moreover, you can filter the desired documents by several parameters which will be described further in the article.
Exporting data from Confirmed tab
Using the Confirmed tab will be helpful if you need to accumulate the documents reviewed within f.e. the last month. Hitting the “Export” button on this tab would download the captured data in the selected format. At the same time, the documents in the app would be switched to the “Exported” tab since Rossum is assuming the data was successfully moved the data to the target system (ERP, AP, etc.).
Exporting data from Exported tab
In some workflows, you might have the Confirmed tab disabled. However, the process for downloading the data would be similar to the one using Confirmed tab. Clicking on the “Download all” button would download the desired data. In contrast to the Confirmed tab, the downloaded documents will stay in the Exported tab since it should represent an archive of documents that were successfully transferred to your target system.
Viewing captured data
The easiest option for viewing the captured data is to download the XLSX format and open the file in Microsoft Excel or Google Sheets.
Opening Rossum CSV files
CSV stands for “Comma-Separated Values” and can be opened in your favorite spreadsheet tools like Microsoft Excel or Google Sheets. Unfortunately, each tool interprets CSV files a little separately, therefore the most reliable approach to open the file is to:
- Explicitly “Import” the file rather than just using the Open file dialog.
- Check the detailed import settings and make sure that “,” (comma) is selected as the column separator rather than for example “;” (semicolon) or TAB.
- Confirm that character encoding “UTF-8” is selected (rather than e.g. ISO-8859-1).
In the spreadsheet, each line item is represented by one row. If your documents don’t have line items, the document will only have one row of data. Header field values are repeated for each line item row for the same document. This way you can group rows that belong to one document easily.
Exporting a single document
There are situations when you would like to view only data from a single document. In that case, checking the box next to the document and clicking on the “Export” or “Download all” icon would do the work.
Exporting data based on the time range
Sometimes you may need to download documents based on a time range. The specific use case could be one of the following:
- Need to investigate documents exported in a given time range
- Exporting data monthly to the AP system
At Rossum, we are ready for such filtering needs. Just use the date range filter that is accessible by clicking on the calendar icon.
In the date filter menu, you can select the type of date you would like to filter over:
- Received at – arrival time in Rossum
- Modified at – the time of last modification
- Confirmed at – time when the document was confirmed
- Exported at – time when the document was exported
For the options above, you can set the start and end date and time of the action.
Once the filter is applied, clicking on the “Download all” or “Export” button will give you the data based on the selected filters.