From this article you will learn:
- What are the data formats that Rossum supports
- How to export data from the Confirmed tab
- How to export data from the Exported tab
- How to view captured data
- How to export a single document
- How to export data based on the time range
What are the data formats that Rossum supports?
After receiving captured 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.
XML and JSON formats are essential for programmers and integrators working on automatic integration in other workflows. Having said that, XLSX and CSV files, which are essentially spreadsheet formats, can be used by anyone.
You can download the data captured in the app from the Confirmed and Exported tabs. It all depends on your workflow and needs. You can also filter the documents by various parameters, which we will discuss later in the article.
How to export data from the Confirmed tab
Using the Confirmed tab is helpful if you want to accumulate the documents that have been reviewed, for example, in the last month. You can download the captured data in the selected format by clicking the Export button on this tab. At the same time, the documents in the app would switch to the “Exported” tab, as Rossum assumes that the data has been successfully moved to the target system (ERP, AP, etc.).
How to export data from the Exported tab
In some workflows, you may disable the Confirmed tab. However, downloading the data from the Exported tab is a similar process. You can download the desired data when you click the Download all button. In contrast to the Confirmed tab, the downloaded documents remain in the Exported tab because it is an archive of documents that Rossum has successfully transferred to your target system.
How to view captured data
Opening XLSX format
The easiest option for viewing the captured data is downloading the XLSX format and opening the file in Microsoft Excel or Google Sheets.
Opening 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:
- Instead of using the Open file dialog, select the “Import” option.
- Review the detailed import settings and ensure that “,” (comma) is selected as the column separator rather than “;” (semicolon) or TAB.
- Verify that you chose the character encoding “UTF-8” (rather than, e.g., ISO-8859-1).
Each line item in the spreadsheet has its own row. There will be only one row of data if your documents do not contain line items. Header field values are repeated for each line item row for the same document. This allows you to quickly group rows that belong to the same document.
How to export 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.
How to export data based on the time range
You may occasionally need to download documents from a specific timeframe. The specific use case might be one of the following:
- You need to investigate documents that were exported during a given period.
- You need to export data monthly to the AP system.
Such filtering requirements are not a problem for Rossum. You can access and use the date range filter by clicking on the calendar icon.
Select the type of date you want to filter by in the Date Filter window:
- Received at – the time of arrival in Rossum.
- Modified at – the time of the most recent change.
- Confirmed at – the date and time the document was confirmed.
- Exported at – the date and time the document was exported.
You can specify the start, end date, and time for the above options.
Once the filter is applied, you can download or export the data by clicking the “Download data” or the “Export” button at the bottom.