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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.
  • Unknown Classification: If a document cannot be classified, it is marked with a warning in the log. The document remains in the inbound list and can be manually classified or processed later. Processing can continue without interruption.
  • 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.

Working with the Review Process

When the review process is activated in a process template, the document workflow includes additional steps for multi-person approval before completion.

When Review Process is Active

If the process template has Activate Review Process enabled:

  • The document must be released for review before it can be completed.
  • One or more reviewers are assigned (from default reviewers in the template or dynamically via template rules).
  • Reviewers receive email notifications (if configured) when documents need review.
  • The document status changes to To Review when released for review.
  • Review actions become available in the Process Worksheet.

Step-by-Step Guide with Review

1-4. Follow Standard Steps

Complete steps 1-4 as described above (Check Document, Classify, Start Process, Work in Draft).

5. Release for Review

Once the draft is ready and all data is correct:

  1. Click on Release for Review in the Process Worksheet.
  2. The system performs the following actions:
    • Saves the current draft state for persistence
    • Assigns all configured reviewers to the document
    • Changes the document status to To Review
    • Sets the Assigned Person Code to the current user (document owner)
    • Sends review request email notifications to all reviewers (if configured)
  3. The document is now awaiting reviewer action.

6. Reviewers Take Action

Reviewers can access their assigned reviews via:

  • Role Center Cues: "My Review Entries" or "All Review Entries"
  • Review Entry List: With filtering options for status and assigned reviews
  • Direct navigation: From the review entry to the document

Each reviewer can perform one of the following actions:

  • Approve: Confirms the document is correct and can proceed
  • Reject: Declines the document with a mandatory comment explaining the reason
  • Add Comment: Provides feedback without changing status

Rejection Comments

When rejecting a document, reviewers must provide a comment explaining the reason. If no comment is provided, the system displays an error.

7. Review Status Calculation

The system automatically calculates the overall review status based on all reviewer responses:

Overall Status Condition
Rejected At least one reviewer has rejected the document
Waiting Review One or more required reviewers have not yet approved, or only optional reviewers have responded
Approved All required reviewers have approved the document
  • Required Reviewers: Must approve before the document can be completed.
  • Optional Reviewers: Provide additional oversight but do not block completion.

8. Complete Process After Approval

Once the overall review status is Approved, the last reviewer who approved the document will be prompted to complete the process. This step ensures that the process can be finalized immediately after the review and avoids longer waiting times before the document is completed.

A corresponding message will be displayed within the process. If the message is not confirmed, an error will be triggered and the review status will be reset to the previous state.

Review Status Field

When the review process is active, a temporary Review Status field is displayed in the inbound list and process worksheet. This field shows the current review status for rendering purposes but is not persisted in the database.

Review Status Description
All Filter option to show all documents regardless of review status
Waiting Review Document is awaiting reviewer action or has partial approvals
Approved All required reviewers have approved; document can be completed
Rejected At least one reviewer has rejected the document; requires correction

Viewing Reviewers

To view assigned reviewers and their status:

  1. In the Process Worksheet, locate the Reviewers field in the Review group.
  2. Click the drilldown to open the Review Overview page.
  3. The page displays:
    • All assigned reviewers with their current status
    • Whether each reviewer is required or optional
    • All review comments in the Review Comments FactBox

Setup Help