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Smart Processing Setup

Date: 03.09.2025 • Reading time: ~5 minutes

The Smart Processing Setup is the central starting point for fully setting up Smart Processing. From here, you can access all relevant configuration pages and define the Smart Process Workflows, which are the core of the system.

Each workflow is linked to a unique classification and executes individually configurable processes based on this classification. This article describes the basic principles and foundational setups. Detailed configurations, such as Classification, Capture Configurations, or Service Integrations, are explained in separate articles.

Note

Go through this documentation step by step. Many options build on each other and are elaborated on in the following articles.

Goals of the Smart Processing Setup

The setup provides central functions to quickly and effectively establish workflows and processes:

  • Create and manage workflows
  • Define input formats (Email, standard files, XML)
  • Configure process flows, including Process Templates and Capture Configurations

Create Smart Process Workflow

A Smart Process Workflow defines how incoming documents are analyzed, processed, and transferred to Business Central.

Prerequisites

During the creation process, you will repeatedly encounter new configuration sections. These belong to the workflows and define their structure. In the creation process, you have the opportunity to create the associated configurations. You will be guided step by step through the setup wizard in the app. All important information regarding the respective configurations can be found in the section Setting up Smart Processing.

However, if you want to use a specific classification path, it is advisable to familiarize yourself with it first and set up the classifier before starting the workflow creation.

Step-by-Step Guide

  1. Open Smart Processing Setup, which you can find via the search in Business Central or in the Document Inbound Admin Role Center under the section Settings.
  2. Click on Create to create a new workflow.
  3. Specify the Classification, for example, invoice, credit note, or order. Depending on the settings, you will find a lookup option in the field to select classifications from a config.
  4. Choose the appropriate Workflow File Type (Email, Standard, or XML).
  5. Define the steps of the workflow, such as Classification → Capture → Validation → Document Creation.
  6. Save the workflow and test it with representative sample files.

Supported Workflow Formats

Smart Processing supports a variety of formats that you can flexibly integrate into your processes.

Workflow File Type Supported Formats
Standard pdf, docx, xlsx, pptx, html, jpeg, jpg, png, bmp, tiff, heif
Email msg, eml
XML (XRechnung & ZUGFeRD) xml

Predefined Sample Workflows

For a quick start, Smart Processing provides preconfigured workflows in German and English. These examples can be imported and individually adjusted to make standard processes immediately usable. You can import them under the "Import" action or export them under the "Export" action.

Workflow File Type Name Description
Email Purchase Order Classifies incoming orders and automatically creates a sales order from them. Suitable for email formats like MSG or EML.
Email Sales Invoice Classifies incoming sales invoices and automatically generates purchase invoices from them. Suitable for email formats like MSG or EML.
Standard Purchase Order Classifies incoming orders from PDF or image files and creates sales orders from them.
Standard Sales Invoice Classifies incoming sales invoices from PDF or image files and creates purchase invoices from them.
XML Invoice Classifies XML invoices in ZUGFeRD or XRechnung format and creates a structured purchase invoice from them.

Best Practice

Start with a predefined workflow. Then adjust fields, validation rules, and subsequent processes to meet your individual requirements, if necessary.

Recommendations for Setup

  • Clear distinction per workflow Define a clear goal for each classification, for example, "Sales Invoice → Generate Purchase Invoice".

  • Conduct early tests Test the workflows early with real sample files, ideally in different layouts, languages, and formats.

  • Reusable configurations Maintain classifiers and capture definitions centrally to ensure consistent processes.

  • Gradual automation Start with manual validation and only switch to full automation after successful tests.

Next Steps