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Do you know what happens to a document in Rossum after it leaves your email inbox? We’ve put together a quick guide to the document lifecycle to walk you through a document’s various statuses in Rossum.
Different statuses a document can have in Rossum
When you send a document to the queue, Rossum immediately begins extracting data from it. During this stage, the file has an importing status.
Suppose something goes wrong during the upload. In this case, Rossum will not import the document. It will receive a failed_import status. It can happen if a document is too long, the file is corrupted, or an internal processing error occurs.
Please check our document import specification to ensure the file meets certain criteria.
The document status will change to to_review after successful data extraction. You can find documents with this status in the To review tab if you use tabs.
If you don’t have tabs enabled in your queue, you will see the document’s status next to the file’s name:
Note: If you enable automation in the queue, every successfully processed document still goes through the to_review state but passes through that state without requiring human review.
If automation is not enabled in the queue, the document remains in the to_review state until the human validator reviews and confirms it.
When you open a document for review, the status changes to reviewing. What you can do at this point:
- Go back to the main dashboard. The document’s status will then switch back to to_review.
- Click the Confirm button to confirm the document. It will update its status to confirmed, exporting, or exported.
- Click the Reject button to reply to the sender via email with a custom note and reject the document. It will get rejected status. You can access it through the Rejected tab, or you will see it in your document list.
- Click the Postpone button if you wish to postpone the annotation instead of exporting it. The document will get a postponed status.
- Delete the file. The document’s status will change to deleted.
- Purge the document entirely. The status will become purged. It is the final status of the document and cannot be changed further.
Confirmed status
The Confirmed status makes your life easier. But when will you appreciate the benefits of this particular feature?
It will be helpful when, for example:
- You confirm a document, and you realize that you made a mistake.
- You want to go through the confirmed documents once again before exporting them.
How to enable the Confirmed tab?
You can enable it in the target queue’s Settings:
- Select the queue and then click on the Configuration button.
- In the Basic Settings, scroll down to the Confirmed state section.
- Enabling the Show a confirmed state option will add a separate Confirmed tab to the queue.
You may need to hide the Export button on the Confirmed tab. It can be quite helpful if your integration depends on an RPA robot exporting documents over the API, and you don’t want users to disrupt the export process.
For more information about the possible API integration when using the Confirmed tab, click here.
What is the purpose of the Confirmed tab?
The Confirmed tab allows you to accumulate all the documents you’ve reviewed but have yet to export.
You can browse the confirmed files, postpone or reject them, or perform any standard actions by clicking on the documents.
You can still modify the values in the documents by clicking on the header fields or line items and then confirming your updates.
When you’re ready to export all the documents in the Confirmed tab, click the Export button visible above the tabs. Once you click on it, you can choose the data format. This button will download the data and move the documents to the “Exported” tab.
If you want to export only some of the documents, select them and then click on the Export button in the pop-up menu, choose the data format, and that’s it.
Exporting status
You can use the exporting status if you’ve assigned a connector extension to the queue.
| Asynchronous connector | Your collaborators can continue reviewing subsequent files while the previous one is being exported. |
| Synchronous connector | The operator must wait for the connector to export the file before proceeding with the review. |
Learn more about connector extensions here.
Please note that Rossum switches the document directly to the exported state without a connector.
Note: If the connector listens and runs some code when the hook/save is called, a confirmed state for such a queue must be disabled. Otherwise, the code will not run.
In addition, if you have a connector extension in your queue, documents may fall into the failed_export status when the connector returns an error and Rossum cannot export the document successfully.
You can press the red button at the bottom of the page to send the document back to the to_review status.
For new implementations, we recommend using webhooks, a newer and more flexible alternative to connectors.
If you want to receive notifications about a status change for integration purposes, you should use our Webhook extension notifications. It is a helpful tool for receiving notifications about document status changes in Rossum.
