From this article you will learn:
- What is the difference between a workspace and a 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
- How to delete a document
- How to purge a document
What is the difference between a workspace and a queue?
This article will show how to manage workspaces and 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. Think of the workspace as a large organizational unit representing 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, your workspace and queue hierarchy design depends heavily on your use case.
How to import your first documents to Rossum
First, let’s review how to upload documents to a specific queue. You have several options from which you can choose.
Manual upload via the web application
Manual upload is the best option for getting started quickly. Click the Upload files button in the app and select the files you want to upload. This method is more suitable for a small number of documents. If you need to upload more than 100 documents in one go, 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 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 you must access the source system 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:
- you accidentally uploaded a document to the wrong 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 one or more documents to another queue, you first must select them.
Click the Move icon in the popup menu and choose where to move the document(s).
If you want to move only one document, you can also use the Move button under the three dots shown in the image below. This option is available in all tabs in Rossum (To review, Postponed, Confirmed, Exported, Rejected, and Deleted) and in the simplified view.
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.
How to delete a document
Sometimes you may need to delete documents. You have a few ways to do it in the Rossum app.
If you want to delete a single document:
- Hover over the document you want to delete.
- Once you highlight it, click on the three-dotted menu.
- Select the Delete option.
Another way to delete documents is to select one or multiple documents using the checkbox icon. After you choose all the documents you want to remove, click the Delete icon on the pop-up menu.
Once you click the Delete icon, Rossum will ask you to confirm your decision and delete the document.
When you delete a document, its status becomes
In a simplified view (without tabs), you will see it with the tag “Deleted” on your document list.
If you use the interface with tabs, the document will be visible in the Deleted tab.
You can restore a deleted document and change its status to
to_review in order to process it again. To do so:
- select the document,
- click the Move icon in the pop-up menu,
- choose the queue,
- click the Move button.
How to purge a document
You may occasionally need to remove documents from Rossum permanently. Purging is a feature that will allow you to do so.
Please remember that the documents you wish to purge must first have
To purge document(s):
- Select the document(s) you want to purge (either in the Deleted tab or in the main queue window in the simplified view).
- In the pop-up menu, click the Purge icon.
- Confirm your decision to purge selected document(s).