Sometimes you receive a document that contains errors or lacks significant data – for example missing order ID, incorrect company information or unreadable parts of the document. With a rejection workflow, you can notify the sender of the document (or somebody in your company) of the things that should be corrected – via email sent right from the Rossum interface. The document then gets to the Rejected tab and the sender can send a new corrected version.
How to reject a document
You can reject the document on the validation screen by clicking on the icon rejection icon, as show in the picture below. Afterwards, you will be able to fill the email address where the rejection notification should be sent. This would usually be the sender of the document. Together with the email of the recipient, you can also fill the rejection note which will tell the recipient what to do with the rejected document.
What happens after rejecting the document
After rejecting the document, the following two actions will happen:
- Email will be sent to the selected recipient
- Document will be moved to the rejected tab
Below is an example of such a rejection email which will be sent to the selected email together with the rejected document as an attachment:
And the rejected document will be also moved to the “Rejected” tab.
Opening the rejected document will show the rejection note.
Disabling the rejected tab
The rejection functionality can be of course disabled by:
- Navigating to the settings
- Selecting a specific queue
- Clicking on the “Email” tab
- At the bottom you will be able to disable the rejected tab
Disabling the rejection workflow will hide the “Rejected” tab and hide the “Reject” icon from the validation screen.
How to get rejected documents over the API
If you would like to get a notification about the recently rejected documents over the API you can either:
- Implement a webhook listening to document status change notifications or
- Periodically pull the rejected documents over the API
How to customize the email template
You can customize the look and feel of the rejection email by clicking on the “Edit template” button. Afterwards you will be able to edit the subject and message of the email send to the recipients. Moreover, you can use one of the Rossum’s variables such as username of the user who is rejecting document, subject of the original email or rejection note. You can also edit its content over the API.
Note: Keep in mind that in trial accounts Rossum allows to send only up to 100 rejection and other emails per day. However, this limit can be updated based on your needs.