Submit and import PDF documents

When you import configurations for Document Capture, several document categories are created and set up. To get an overview of these, select the search icon, enter Document Categories, and then select the related link.

As you may have guessed from looking at the document category codes and descriptions, each document category is set up to handle different types of incoming documents.

In this module, we'll submit documents to the PURCHASE category, which is set up to handle invoices and credit memos, as the description suggests.

Each document category is automatically assigned a dedicated Continia Cloud OCR email address. When emails containing PDF files are received by the Continia Cloud OCR email address, the Continia OCR engine will recognize all texts, numbers, and characters in the document and forward the document to your Business Central tenant.

Document flow

Some Role Centers have a group of tiles, known as Cues, that indicate how many documents are in each step of the document flow. A document will start in the Pending OCR Cue, move to Ready to Import, and then end up in Ready to Register. Once the document is registered, it will no longer appear in any of the Cues in the Role Center.

The three Cues contain the following:

• Pending OCR

  • Documents that have been received by the Continia OCR service but haven't been processed yet.

• Ready to Import

  • Documents that have been processed by the Continia OCR service but haven't yet been imported into your Business Central tenant.

• Ready to Register

  • Documents that have been OCR-processed and imported into your Business Central tenant. These files are ready to be processed and registered in Document Capture by an accountant.

Submit documents

To submit documents, your vendors can simply send an email containing a PDF file to your company email address, which has been set up to forward all incoming emails to your Continia Cloud OCR email address. It’s also possible to send emails directly to your Continia Cloud OCR email address, but this is not recommended, since it makes it difficult for the sender to know who the receiver is.

If the relevant document is on your local PC, you can use the Submit Document action that's available in the Role Center of the Business Manager role.

To manually submit a document, follow these steps:

1. Select Submit Document.
2. Select the Continia Cloud OCR email address that you want to submit the document to. Your default email client will start up and open a new email with the To field filled out.
3. Attach your document(s), and send the email.

For more information, see Technical email requirements.

Import

Documents will automatically be moved from Pending OCR to Ready for Import by the Continia Online OCR service, while the rest of the document flow is managed by the users of Document Capture. To import documents, simply select the Import Files action that's available in the Role Center of the Business Manager role and other roles. A notification will appear once the import has completed, informing you how many documents were imported.

Next up, you'll learn how to set up Document Capture to recognize documents and how to register them.

Video

This video demonstrates how to send and import documents to Document Capture.