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Processing Documents

Last updated: 03.09.2025 • Reading time: ~10 minutes

The Document Process Workflow in Smart Processing significantly simplifies the handling of incoming documents in Microsoft Dynamics 365 Business Central.

Prerequisites

Before you start working with the Document Process Workflow, ensure that:

  • all workflows are fully set up.
  • the inbound lists have been correctly configured.

Note

A complete setup and validation of the workflows ensures a smooth process.

Step-by-Step Guide

1. Check Document in the Inbound List

All incoming documents are displayed in the inbound list. Depending on your configuration, classification may occur automatically upon upload or may need to be initiated manually.

2. Classify Document

If classification does not occur automatically:

  1. Select the document in the inbound list.
  2. Choose the action Classify.
  3. The classification service analyzes the document and assigns it to a suitable document type.

Notes on Classification

  • Uncertain Classification: If the service cannot clearly determine the type, classification must be performed manually.
  • Confidence Level: If the determined value is below the predefined threshold, a notification is issued. You can then manually confirm the document type.
  • Automatic Capture: Upon successful classification, the Capture Process automatically starts to extract relevant data from the document.

After this step, the column Classification in the inbound list will show which document type the document has been assigned to.

3. Start Document Process

Once a document is classified, you can start the processing:

  1. Select the action Process Document in the inbound list.
  2. A Draft is created based on the stored Process Template.
  3. All automatically recognized data is transferred to the draft.

4. Work in Draft

In the draft window, you have several views and functions available:

  • Pre-filled Data: All captured fields are displayed as they would appear in the final document.
  • Edit Fields: You have the option to easily edit the fields in the draft view; simply click on the desired field and select a value. If your field has a lookup validation set up, you can also select a value in the draft window using the lookup in the respective field.
  • Remarks:
    • No entries → No issues.
    • Warnings or errors → Follow instructions to resolve.
    • If Smart Master Data Creation is enabled, missing master data can be intelligently created via Create Data.
  • Preview: You can check all recognized data in detail via View Extracted Fields. Tip: You can highlight a field in the draft view and then click on a highlighted field in the preview to import the value.

5. Review or Reset Changes

If adjustments in the draft are necessary:

  • Use Recreate Draft to reset the current draft.
  • Switch to the corresponding Process Template if changes need to be made to the template itself.

Note

After making adjustments to the template, the action Recreate Template should always be executed to ensure that all changes are applied.

6. Complete Process

After reviewing and approving all data:

  1. Click on Complete Process.
  2. If there are erroneous data or issues in the template, a detailed error message will be displayed.
  3. After successful completion, the process status will be updated:
Archiving Status
Without Archiving Processed
With active archiving (Document Central) Archived

All work steps and results can be traced in the Log.

Setup Help