This quick start guide will walk you through the Rossum app and show you all the basics.
Create an account
To create an account, head to the Rossum registration page. Simply fill in the requested fields and click on the “Get Trial Access” button to continue. You will be asked to input and confirm your data.
You will be asked to set up a subdomain – create a link that you are going to use to access your account. This approach will allow us to meet the most demanding security requirements and improve Rossum’s performance. You can adjust subdomain to your liking, although we recommend choosing your business name. We’ll automatically use the value you entered in the “Company” field of our registration form. If no changes are required, you can proceed.
❗️Please check these subdomain name rules before creating yours:
If the subdomain is already taken, an error message will be displayed and you’ll have to create a different one.
The subdomain name cannot contain reserved or forbidden words:
“rossum” (also variants with spelling mistakes e.g., rosum, r0ssum, r0sum)
words that are considered to be offensive
words “embedded”, “elis,” “rir,” “www,” “example,” “test,” “sso,” “API,” “RPC,” “help,” “root,” “status,” “rpc”
Country code top-level domains cannot be used as a subdomain name.
Existing customers can change their account URL on request.
Once ready, click on the “Get started!” button and you are done! Your trial account is free for <300 documents per month and is fully configurable.
The first time you log in to your account you’ll be asked about your role to tailor your experience and a quick visual guide of your data processing steps.
Welcome to the app!
After logging in you’ll see the main screen and on the left side, you’ll find a list of Queues. Each queue is an organizational unit that represents a specific document type (invoices, purchase orders, receipts, etc) that was imported and needs to be processed. Using the fully customizable left panel, you can create, remove, or group queues as needed. In the center of the screen you will be able to see a list of your documents (or the samples we provided) from each queue.
Each queue has an Extraction Schema, which defines what data should be extracted from documents. Within a queue, users have the option to configure custom automation settings, something we'll learn more about later. You can also add Extensions to improve document workflows when linking up with other systems.
Upload your documents
You can upload your documents by clicking the “Import” button, by sending them to the provided email address or via the API.
You can import PDF, PNG, JPEG, TIFF, XLSX, and DOCX files or scanned images of your documents.
When you click “Done“, the AI will automatically begin extracting the data fields, which usually takes 30 to 60 seconds. After processing, you’ll find the documents in the “To review” Tab (in case human review is required).
You can watch this short Product Walkthrough video to see Rossum in action:
Validate the data
When you select a document to review, the Validation screen appears. In the left panel, you will see the predefined list of Data Fields that Rossum AI has extracted.
A grey empty box means that an AI validated the field, while a green one with a checkmark indicates that a human validated the field. Start with the fields that don’t have check marks if you want to focus on the most problematic ones.
To check the fields one by one, press Tab or Enter to skip the green and grey checkmark fields. Please remember that you must review and correct the red-flagged fields: you will not be able to export the data otherwise.
If you notice that Rossum did not extract a data field correctly, you can make adjustments by:
Clicking and pointing
Dragging the rectangle
Typing the text directly
Export the data
After the validation, click on “Confirm“. The document will appear either in the Confirmed tab (you can enable/disable this view in the Queue’s Basic settings) or in the Exported tab on the main dashboard.
There you can choose to download the data in different formats: XLSX, CSV, XML, JSON, via API. You can select to download the all the documents in the Confirmed tab, or select specific files to do so.
Customize the data capture
Once you are confident with using Rossum, you can customize the captured Data fields depending on your requirements by going to the Queue settings and selecting the “Fields to capture” tab to access the Extraction schema. You can customize the labels, IDs for integration and export, data type, score threshold, visibility, and RIR field name for each field. To fully set it up, read more about the the out-of-the-box extracted fields and how to set up a custom field.
Rossum returns confidence scores for missing fields for the header fields returned by the Generic Engine. It is worth noting that even after this change, the logic of the automation settings remains the same, so you should see no difference in the system’s behavior. Please contact support@rossum.ai if you want to automate missing fields based on confidence thresholds.