Alerts
Overview
The Xtracta alert system allows an administrator to set email alerts to inform users of Xtracta related events; for example, rejected documents, output, and changes in document status. In automated systems, alerts are an effective reporting tool to monitor and manage automated processes.
An alert is configured at the client level and is applicable to all sub-groups/workflows within that client/group unless the workflow is specified as an option. Support for Xtracta variables makes the alert system flexible and dynamic.
Some use cases include:
- Generating an email alert if a document gets rejected (for example, if the invoice number is not captured from an invoice and the ‘invoice number’ field is configured as required).
- Generating an email alert if an invalid file type (extension) is sent to the workflow.
Object: This helps users define the type of entity for which an email alert is configured. Currently, Xtracta supports two types of objects: document and input. Depending on the kind of alert, the relevant object needs to be selected.
Condition: This helps users define conditions for alerts, supporting two types of conjunctions: AND and OR. If AND is selected, all conditions must be fulfilled to trigger an email alert, whereas OR conditions are optional. Xtracta variables and free values can be used to define different conditions.
Recipient: Either a valid email address can be added (multiple emails must be separated by semicolons) or an email address field variable from the workflow.
Subject: By selecting this field, a few Xtracta variables will be displayed and can be used along with custom text.
Body: The body of the email can be fully customized using HTML/CSS. Xtracta provides and recommends using the HTML alert examples.
Creating Email Alert
- Access the Alerts section from the admin panel.
- From the alerts screen, users can add a new alert.
- New fields will be displayed; fill them as required.
- For the object field, there are currently two types:
- Document: Generates an alert based on document-related conditions such as field validation or document status.
- Input: Refers to a method of sending documents to Xtracta. Commonly configured for email inputs, it alerts for possible emails without attachments or invalid ones.
- It is possible to establish a Condition for the alerts, based on AND/OR. Xtracta provides examples and variables that can be used or customized as required.
- For the Recipient, enter an email(s) or a field ID that corresponds to an email on your workflow.
- By clicking on the Subject field, Xtracta will provide a few examples/variables that can be edited or customized.
- The Body of the email can be fully customized using HTML/CSS. Xtracta provides and recommends that the HTML alert examples are used.
Supported Variables in the Alerts System
Object: This helps users define the type of entity for which an email alert is configured. Currently, Xtracta supports two types of objects: document and input. Depending on the kind of alert, the relevant object needs to be selected.
Condition: This helps users define conditions for alerts, supporting two types of conjunctions: AND and OR. If AND is selected, all conditions must be fulfilled to trigger an email alert, whereas OR conditions are optional. Xtracta variables and free values can be used to define different conditions.
Recipient: Either a valid email address can be added (multiple emails must be separated by semicolons) or an email address field variable from the workflow.
Subject: By selecting this field, a few Xtracta variables will be displayed and can be used along with custom text.
Body: The body of the email can be fully customized using HTML/CSS. Xtracta provides and recommends using the HTML alert examples.
| Variable Name | Syntax | Description | Possible Values |
|---|---|---|---|
| Workflow Id | {!workflow_id!} | Captures and uses workflow id from system | Unique Xtracta workflow Id |
| Document Id | {!document_id!} | Captures and uses document id from system | Unique Xtracta document Id |
| Document Status | {!document_status!} | Captures and uses document status of processed document | Status of the document being processed |
| Rejection Reason | {!document_id!} | Captures active rejection reasons | Rejection reason triggered during validation |
| Workflow Field Id | {!field_id!} | Looks for the Workflow Field id | Field ids as configured in the workflow |
| Document Thumbnail | {!document_thumbnail!} | Displays thumbnail version of image | Thumbnail URL |
| Document PDF | {!document_pdf!} | Links to the original pdf file | PDF URL |
| Processing Link | {!processing_url!} | Link to the Classic Engine Learning Screen | Time Limited URL |
| New Processing Link | {!new_processing_url!} | Link to the New Engine Learning Screen | Time Limited URL |
Use Cases
Case: Email alert for field not being captured
Users can configure an alert so whenever a field is not being captured from an invoice. For this scenario, the Supplier Name field will be used as an example.
Object: Document
Condition:
- Condition Type: AND
- Condition1: {!workflow_id!} {!=!} 1234
- Condition2: '{!Supplier Name!}' {!!=!} ''
Recipient: xtraca@xtracta.com
Subject: Document Rejected – Supplier Name is not captured on document – {!document_id!} from workflow {!workflow_id!}.
Body:
Document Rejection Notice
Document ID: {!document_id!}
Rejection Reason: Supplier name not found
Invoice Number: {!Invoice_number!}
Invoice Date: {!Invoice_Date!}
Click here to review: {!processing_url!}
Case: Email alert need to be generateed when an invoice amount captured from invoice is greater than 5000
Users can configure an alert so whenever a field is not being captured from an invoice. For this scenario, the Invoice Amount field will be used as an example.
Object: Document
Condition:
- Condition Type: AND
- Condition1: {!workflow_id!} {!=!} 1234
- Condition2: {!Invoice Amount!} {!>!} 5000
Recipient: xtraca@xtracta.com
Subject: Document Notification - Invoice Amount exceeds 5k - WorkflowId- {!workflow_id!}.
Body:
Document Notification Notice
Document ID: {!document_id!}
Notification Reason: Invoice Amount exceeds 5k
Invoice Amount: {!Invoice_Amount!}
Click here to review: {!new_processing_url!}
Case: Generate email when purchase order number captured from invoice doesn't match database
To configure this alert, you must first set up database validation. Then, ensure that the Database Validation Message matches the rejection reason exactly. For example: The GST in this document does not align with the GST recorded in the database. This message must be identical to the one used for the rejection reason to trigger the email alert correctly.
Object: Document
Condition:
- Condition Type: AND
- Condition1: {!workflow_id!} {!=!} 1234
- Condition2: {!reject_reason!} {!=!} The GST in this document does not align with the GST recorded in the database.
Recipient: xtraca@xtracta.com
Subject: Document Notification - The GST in this document does not align with the GST recorded in the database - WorkflowId- {!workflow_id!}.
Body:
Document Notification Notice
Document ID: {!document_id!}
Notification Reason: The GST in this document does not align with the GST recorded in the database
Click here to review: {!new_processing_url!}
Case: Generate Email Alert When Document is Sent to Quality Assurance (QA)
Users can configure an alert to trigger whenever a document is sent to QA from the dashboard.
Object: Document
Condition:
- Condition Type: AND
- Condition1: {!workflow_id!} {!=!} 1234
- Condition2: {!document_status!} {!=!} QA
Recipient: xtraca@xtracta.com
Subject: Document Notification - Document has been sent to QA - WorkflowId: {!workflow_id!}
Body:
Document Notification Notice
Document ID: {!document_id!}
Notification Reason: Document has been sent to QA
Click here to review: {!new_processing_url!}
Case: Generate Email Alert When an email input does not contain valid file type
Users can configure an alert to trigger whenever an email input does not contain valid file type.
Object: input
Condition:
- Condition Type: AND
- Condition1: {!workflow_id!} {!=!} 1234
- Condition2: {!input_status!} {!=!} Invalid File Type
Recipient: xtraca@xtracta.com
Subject: Document Notification - Email input does not contain valid file type - WorkflowId: {!workflow_id!}
Body:
Document Notification Notice
Document ID: {!document_id!}
Notification Reason: Email input does not contain valid file type.
Click here to review: {!new_processing_url!}