Introduction

This guide provides detailed steps on configuring the Copy to Target feature within the Mileage workflow, enhancing the indexing process for mileage invoices.


A. Problem Statement

The typical process for handling mileage invoices involves their creation following mileage request approval and automatic submission to the AP Workflow, a stage known for its cumbersome indexing requirements. The introduction of the Copy to Target feature aims to alleviate this challenge by redirecting the invoicing process. Instead of sending the generated invoices to the AP Workflow, this feature allows them to be forwarded to Online Indexing as a separate batch. The objective is to simplify invoice management by leveraging a less labor-intensive platform, thereby improving the overall efficiency of the document workflow.


B. Solution

Step 1:

Navigate to Admin > Workflows and open the Needs Submission queue of the Mileage workflow.


Step 2:

Create a new action by clicking Add Action.


Step 3:

Fill out the Action Text and Action Desc, set the Target Queue* to Completed, check the Confirm Action box, and click the green Edit dropdown. Select the Add option.


Step 4:

On the popup window that appears, click the Confirm Form dropdown and select Copy To Target. The Profile Name and Description can be anything you'd like.


Step 5:

Click New. 


Step 6:

Fill in the columns.

  • Target Document Type: The document type that the copied image will be created as. Choose Mileage Invoice.
  • Import Mode: Where the copied image will be placed.
    • Prepend - At beginning of existing document (will create new if none exist)
    • Append - At the end of existing document (will create new if none exist)
    • Insert - As new document
  • Online Index: Select this option to automatically send the image to Online Indexing.
  • Suppress Triggers: Choose Do not suppress any triggers.


Step 7:

Save the line and then click the Save button.

The new Confirm Profile will not yet appear in the dropdown. Continue onto Step 8.


Step 8:

Click Update and then click Save.


Step 9:

Edit the newly created queue action. Click the Confirm Profiles dropdown and select the new Copy to Target option.


C. Troubleshooting

  • If the Confirm Profile you create does not appear in the dropdown, save the action, then refresh the screen. It should show after that.


D. Related Articles

Workflows - Submitting Mileage to Create Invoice/Requisition


Conclusion

The Copy to Target feature within the Mileage workflow significantly simplifies the process of indexing mileage invoices. By automatically routing invoices to Online Indexing as a new batch rather than to the AP Workflow, the feature streamlines the approval and invoicing process. This not only reduces tediousness but also increases efficiency, ensuring that documents are managed more effectively. Implementing this feature is therefore a valuable enhancement for any organization looking to improve their document handling and processing times within their mileage accounting procedures. It is recommended that users take advantage of this feature to optimize their workflow and minimize manual intervention.