Process flow

• Executing a routing flow:
  • User receives an email containing attachments with pack slip data.
  • Bot polls authorized user mail accounts based on job configuration in RPA management.
  • Bot selects the first 1000 matching if the filter criteria is met. The bot moves these email to designated subfolders in the user’s inbox, as specified in the mailboxSubFolderList argument.
  • After all emails are transferred to the designated subfolder, the subsequent process is initiated to download attachments and upload the files to IDP and IDM.
• Uploading Pack Slip files to IDP (UploadFilesToIDP):
  • If the attachment is a PDF with multiple pages, the bot splits each page into an individual PDF and uploads the files to IDP and IDM.
    Note: If attachments are not found in the mail, the bot moves the email to Failed folder in the mailbox.
  • If the upload to IDP is successful, the mail is moved to the InProgress folder.
    Note: 

    • If the upload to IDP fails and there is only one attachment, the bot moves the email to the UploadFailed folder, and the file is not uploaded to IDM.
    • If the upload to IDP partially fails (some attachments fail), the bot moves the email to the InProgress folder to process the successfully uploaded documents to IDP.
  • After successful upload to IDP, the bot uploads the same file to IDM. Regardless of the IDM upload status, the bot moves the email to the InProgress folder. This allows the document to be viewed in the Review Center Document Context.
  • The bot stores all IDP, IDM and attachment details are stored in the unattended machine as a text file.
  • After successful completion of uploading files to IDP, the bot moves the emails to the InProgress folder and triggers the next process.
• Retrieving IDP results (GetIDPResults):
  • The bot uses the text file generated to poll IDP for results.
  • If IDP returns errors for all the attachments in the email, the bot moves the email to the Failed folder in the mailbox.
  • If IDP returns with errors for only few attachments, the email remains in the InProgress folder. Based on further processing, the bot moves the email to the PartialProcessed or Failed folder.
  • If IDP returns results for all the attachments, the email remains in the InProgress folder. Based on subsequent processing, the bot moves the email to the Success, Failed, or PartialProcessed folder.
  • After this step, the bot triggers the next process.
• Posting results to Review Center (PostingToReviewCenter):
  • The bot retrieves the results file created in the previous process and continues processing.
  • If the document class is valid, the bot extracts the address, receipt key, and receipt details from the text file.
    Note: If the document class is detected as other, the bot sends data to the Missing Information Category of Review Center in RPA Management UI.
  • Based on extracted address, the bot triggers Facility prediction API (FacilityID) to obtain WMS required facility schema. If successful response is received, the bot validates whether the required response is received.
    Note: If failed response is received, the bot sends information to Failure Category in RPA Review Center with this message: “Facility Prediction Endpoint Returning Error”.
  • If the facility exists, the bot validates the extracted items and alternate items against WMS for item validity and unit of measure (UoM).
  • If ConvertToMasterUom is set to True, the extracted quantities are converted to the master UoM before being posted to the Review Center or WMS. If ConvertToMasterUom set to False, the extracted data is sent as-is to the Review Center or WMS.
  • Validate whether the external receipt key and receipt details exist.
  • If the facility, external receipt key, and receipt details are available, the bot triggers the WMS API to verify whether receipt exists in WMS. If exists, the bot compares the document received by email with the ASN in WMS. The discrepancies are posted to Discrepancies Category of Review Center in RPA Management UI.
    Note: If ASN does not exist, the bot validates whether CreateASNInWMS is enabled. If enabled, ASN is created in WMS. If not enabled, extracted information is sent to Unprocessed Documents Category of Review Center in RPA Management UI.
  • If any of the values for facility, receipt key, or receipt details are not available, extracted data is sent to Missing Information Category of Review Center in RPA Management UI.
  • While posting data to Review Center/WMS:
    • If all documents are successfully processed, email is moved to the Success folder.
    • If few documents fail, email is moved to the PartialProcessed folder.
    • If all documents fail, email is moved to the Failed folder.

• Execution of Review Center to WMS:
  • The bot retrieves all the documents from Missing Information, Unprocessed categories that are approved by the supervisor for processing the information to WMS.
  • If the document is in the unprocessed category, the bot posts the data to WMS.
    Note: 

    • If the post is successful, the document moves from the unprocessed category to the Success Category.
    • If the post fails, the document moves to the Failure Category.
  • If the document is in the missing category, the bot validates the document against the data in WMS.
    Note: 

    • If the data exists, the bot performs discrepancies, and moves the document to the discrepancies category.
    • If data does not exist, the bot post the data to WMS. If the post is successful, the document moves from the unprocessed category to the success Category. If the post fails, the document moves to the failure category.

This section organizes documents into categories, such as unprocessed, missing information, discrepancies,success, and failures to manage approval, validation, and posting of data to WMS.

• Categories:
  • UnProcessed Documents:This category indicates that the RPA determined the document data in not available in WMS and must be added. The document is sent to this category. After user approval, the data is sent to WMS.
  • Missing Information: This category indicates that the RPA could not extract required fields during OCR or document processing. The document is sent to this category. After user approval, the data is sent to WMS.
    Note: 

    • If the data is not available in WMS, the bot process the data to WMS.
    • If the data exists in WMS, the document moves to the Discrepancies category.
  • Discrepancies: This category indicates that the RPA determines the document in WMS and performs a comparison. The document is sent to this category for display only. Further processing is not required.
    Note: 

    • All fields in this category are read-only.
    • Negative discrepancy quantities indicate a deficit compared to WMS.
    • Positive discrepancy quantities indicate a surplus compared to WMS.
    • A WMS quantity of 0 indicates the item is not part of the receipt in WMS, however, displayed in the document.
  • Success: This category indicates that data was processed successfully to WMS from the unprocessed documents or missing information category. The document moves to this category.
    • Document processed time: This field indicates when the document is processed to WMS successfully. This can be used for filtering the documents that are processed in a day.
  • Failures: This category indicates that data failed to process WMS from the unprocessed documents or missing information category. The document moves to this category.
    • Document processed time: This field indicates when the document is processed to WMS successfully. This can be used for filtering the documents that are processed in a day.
    • Error Type: This field indicates if there is any error returned while performing any API calls or any uncaught exceptions happened.
      • System error: Uncaught exceptions.
      • Logical error: API errors.
    • Error Message: This field displays error messages causing the error.
      Note: All fields in the "Success" and "Failures" categories are read-only. They display the document status.
• Header:This subcategory displays the information extracted from documents and required data that require to send to WMS.
  • Email Subject: This field displays the subject of the email that contains the document.
  • Email Received Time: This field displays the date and time when the email is received.
  • External ASN #: This field displays the extracted receipt key from the document. Editable and mandatory for WMS processing.
  • Owner: This field displays data from RPA input parameters. Editable and mandatory for WMS processing.
  • Warehouse: This field displays a drop-down list. The user must select a value for WMS processing.
• List of Documents: This list displays documents in the category and an overview of data before processing.
• Details: This subcategory displays the item, description, UOM, and quantity extracted from document.
  Note: In UI, the column displays as WMS Quantity. This column is common for all subcategories. Also, discrepancy quantities apply only to the discrepancies category.