From this article you will learn:
- What is the difference between workspace and queue
- How to import your first documents to Rossum
- How to move the documents between the queues
- How to move the documents between the tabs
What is the difference between workspace and queue?
This article will show you how to manage workspaces, queues, and move documents in Rossum, but first, let’s go over the basics.
Workspaces allow you to group related queues into one organizational unit. You can think of the workspace as a large organizational unit that represents a specific customer (if you are a business process outsourcing company) or department. You could then use Queues to separate documents by document type. However, the design of your workspace and queue hierarchy depends heavily on your specific use case.
How to import your first documents to Rossum
First, let’s review how to upload documents to a specific queue. There are several options available you can choose from.
Manual upload via the web application
Manual upload is the best option for getting started quickly; click the Import button in the app and select the files you want to upload. However, this method is not suitable for large amounts of documents. If you need to upload more than 100 documents in one go, you should use one of the other methods listed below.
Import via email
Rossum can ingest PDF and image attachments from emails as documents. This import option is a popular method for companies that handle their supplier traffic directly in Rossum. Each queue has a unique email address associated with it, so you can forward documents to the email address specified on the upload screen or in the queue’s settings.
Rossum will select attachments that it can process as documents. It will try to filter out image attachments that are just banners or are unrelated. It is important to note that Rossum does not process the body of the email itself – HTML documents are not processed.
If the source system is also in the cloud, you can use Zapier to automate the import process when the email is insufficient (for example, binding the import to a shared drive upload). We’ve already prepared a sample upload Zap. An RPA workflow is the most convenient option if the source system must be accessed via a local desktop.
Once you upload the document, it will end up in a particular workspace and queue.
How to move the documents between the queues
Once the documents are in Rossum, you may need to move one of them to another queue because:
- a document was accidentally uploaded to the incorrect queue.
- you receive all documents in one queue and then assign them to the appropriate queues
- you have a separate queue where other users approve validated documents.
To move a document to another queue, you first must select it.
Click on the Move icon at the bottom to choose where you want to move the document.
If you want to move only one document, you can also use the Move button available under the three dots as shown in the image below. This option is available in all tabs you see in Rossum (To review, Postponed, Confirmed, Exported, Rejected, and Deleted).
You can also move a document between queues while annotating it. Use the three dots shown in the image below to do this.
How to move the documents between the tabs
In addition to moving documents between queues, you may also need to move documents between different tabs within the same queue. Rossum usually does this automatically as you process the documents. (You can read more about the lifecycle of a document in Rossum in this article in this article.)
However, you may have accidentally deleted a document or wish to re-edit a document that has already been exported. In these cases:
- Select the document and click the Move icon.
- Choose the same queue where the document is currently located.
- Confirm the action by clicking the Move button.
The document is then moved to this queue’s To Review tab.