PaperAgent / Document workflows
Make each merchant's document route explicit.
A useful sorting rule connects recognizable document evidence to a category, folder template, date basis and amount role. Configure those choices once, then check which rules match your incoming files.
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For users designing predictable document routes for recurring merchants and document types.
Your setup
Start with one document.
01
Choose a reliable match
Add merchant aliases or stable filename/content text and select the intended document types.
02
Configure the proposed behavior
Set category, relative folder template, date basis, amount role and an unambiguous priority.
03
Preview matching and nonmatching files
Check which route wins and inspect remembered decisions if the proposal differs from your expectation.
In practice
Know what happens to your files.
Start with the evidence that identifies the files.
Every configured rule needs a merchant alias, filename text or content match. Select the document types it should handle, then choose the category and relative folder template. A label such as Software is a destination choice, not evidence identifying a merchant.
When you configure multiple kinds of conditions on one rule, all of them must match. A merchant match plus a filename term narrows the rule. Check whether that extra condition is stable across the files you actually receive.
Resolve overlaps with deliberate priorities.
Lower priority numbers run first among matching configured rules. Equal-priority matches can require review because the destination is ambiguous. Avoid assigning the same priority to two rules that both match the same merchant and document type.
Separate broad routes from specific ones. For example, a merchant-specific invoice rule can use a lower priority number than a general filename rule. Preview sample files that should match each route and ones that should stay outside it.
Keep reusable review preferences visible.
Approved remembered decisions can also supply routing and field choices for matching merchants, document types and currencies. Inspect Remembered decisions when a familiar merchant's proposal does not match the route you expected.
Do not create a general catch-all rule just to clear every review item. Unmatched or uncertain documents are useful signals that a new merchant, type or layout needs a decision. Add a rule only when its matching evidence and resulting behavior are clear.
Questions before you start
Why must a rule include a match?
The workflow needs merchant, filename or content evidence to identify the files a rule should handle. A category and folder alone do not provide a match.
Do merchant and filename conditions work as alternatives?
All configured condition types must match. Adding a filename condition to a merchant rule makes that rule more specific.
Which priority runs first?
Lower numbers run first among matching configured rules. Conflicting matches with equal priority require review.
Preview your own document workflow.
Choose one source folder. Check the proposed destination and recording choices before enabling daily processing.
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