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Document Assignment

Status: 03.09.2025 • Reading time: ~5 minutes

With Smart Processing, you can use the assignment method Smart Processing in the Inbound List. This method matches the metadata captured in the document with a Document Central Mapping to automatically identify and assign target records such as orders, goods receipts, or master data records.

In short: Metadata from the document + mapping rules = automatic target search & assignment.

Prerequisites

  • A Document Central Mapping is set up and active.
  • The documents in the inbound list are classified and captured.

  • The assignment process is either:

  • automatically executed via the Job Queue in the background, or

  • manually initiated via the Assign action.

Note

Details on setting up the Document Central Mapping can be found in the article Setting up Document Central Mapping.

Assignment Method in the Inbound List

In the inbound list, select the option Smart Processing in the Assignment Method column. When the process starts, the following occurs:

  1. Metadata Analysis: Relevant values are determined from the captured fields.
  2. Mapping Match: Target fields such as document number, reference number, business partner, or type are filled in according to the rules defined in the mapping.
  3. Target Search: Smart Processing searches for the appropriate record in Business Central.
  4. Assignment: The document is assigned to the found record or receives a corresponding status.

Possible Result States:

Status Description
Assigned Exactly one matching target record was found and assigned.
Multiple Targets Multiple possible targets were found; manual selection is required.
No Target Found No target could be identified; check configuration and captured metadata.
  1. Document Receipt: Documents are captured in the Inbound List.
  2. Classification & Capture: Documents are automatically or manually classified and relevant fields are captured.
  3. Select Assignment Method: Choose the option Smart Processing in the Assignment Method column. Optionally, you can also set this method as the default in the template.

  4. Start Assign Process:

  5. Automatically: Via the Job Queue for continuous background processing.

  6. Manually: Directly via the Assign action in the inbound list.
  7. Check Results: Review the status. In case of Multiple Targets, decide manually or refine the rules.

Configuration Tips

  • Use Unique Features: Document numbers, external references, or unique IDs (customers, suppliers) increase the hit rate.
  • Define Rule Priorities Clearly: Ensure that unique criteria take precedence over fuzzy search logics.
  • Normalize Field Formats: Pay attention to consistent formats, e.g., for amounts, dates, or leading zeros.
  • Configure Fallback Scenarios: Set additional criteria such as date + amount in case exact matches are not possible.
  • Use Test Sets: Test the process with realistic examples, e.g., invoices, goods receipts, or orders.

Setup Help