Submit and import PDF documents
- 4 Min.
Submit documents
To submit documents, your vendors can simply send an email with a file attachment to an email address for the relevant document category. If you have document files on your own computer, you can simply send the files yourself to the document category email addresses.
You can see the relevant document category email address from the Submit Document action that's available in the Role Center of the Business Manager role, or navigate to the Document Categories page.
Tipp
We recommend that you set up your own email account to forward all incoming emails to the Continia Cloud OCR email address. In this way, you can ask your vendors to send their invoices and credit memos to a more business-friendly address, such as invoice@yourcompany.com, instead of the assigned Continia Cloud OCR email address.
For more information, see Technical email requirements.
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.
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.
Pending OCR
This cue shows documents that have been received by the Continia OCR service but haven't been processed yet.
When emails containing files are received by the document category email address, the Continia OCR engine will recognize all texts, numbers, and characters in the document and forward the document to your Business Central installation. While the OCR is in progress for a document, it will be counted in the Pending OCR cue.
Ready to Import
This cue shows documents that have been processed by the Continia OCR service but haven't yet been imported into your Business Central installation.
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.
Ready to Register
This cue shows documents that have been OCR-processed and imported into your Business Central installation. These files are ready to be processed and registered in Document Capture by an accountant. Once the document is registered, it will no longer appear in any of the Cues in the Role Center.
Video
This video demonstrates how to send and import documents to Document Capture.