Rules & Actions enable you to automate document processing workflows by defining conditions and corresponding actions. When a specified condition is met, Rossum automatically executes the configured actions, streamlining your document processing and reducing manual intervention.
Overview
Rules & Actions consists of two main components:
Condition: Defines when the rule should trigger
Actions : Specifies what happens when the condition is met
Rules & Actions are configured at the queue level, allowing you to create custom automation workflows tailored to your specific document processing needs.
Key benefits
No coding required: Use natural language to describe what you need and our AI assistant will handle the technical implementation
Flexible automation: Choose from a wide variety of actions to automate your workflows
Real-time testing: Test your rules on actual documents before deployment
Multiple actions: Trigger multiple actions from a single condition
How to create Rules & Actions
Step 1: Navigate to the feature settings
Go to Queue Settings
Select the Rules tab
Click the Add rule button or the “+” icon to create a new rule
Step 2: Describe your Rules & Actions (optional)
When you click Add rule, a dialog appears where you can describe your desired automation in natural language. For example: "Show a warning message if the discount percentage is greater than 20%".
Our AI will automatically configure the rule based on your description. You can also skip this step and configure the rule manually.
Step 3: Configure Rules & Actions
The AI will configure the Rule based on your prompt, however, you should check the setup and adjust as needed.
Identification
Set a clear label and description for easy recognition:
Label: A short, descriptive name for your rule
Description: Additional details about what the rule does
Condition
Define the condition that triggers the rule:
Conditions are written in TxScript (Python-based scripting)
A natural language summary is displayed for non-technical users
Use the Edit condition button to modify conditions using natural language
You can also edit the code directly if preferred
Example condition: is_empty(field.amount_due)
Actions
Configure one or more actions to execute when the condition is met:
Click Add action to select from available actions
Configure action-specific settings
Enable/disable individual actions as needed
At least one action must be enabled for the rule to function
Available actions
Information & Notifications
Show Info/Warning/Error Message: Display messages within the product interface
Send Email: Notify users via email when conditions are met
Process Automation
Stop Automation: Pause document automation when issues are detected
Validate Field: Trigger field validation that can resume automation
Route Documents: Automatically move documents to different queues
Context Control
Set Field Visibility: Dynamically show fields on the Validation Screen when the condition is True, and automatically hide the same fields when the condition becomes False
Show/Hide Fields: Show or hide fields on the Validation Screen once when the condition is met. The action does not automatically revert if the condition later becomes False. For dynamic show and hide behavior, use Set Field Visibility
Set Label Assignment: Dynamically assign Labels to the document when the condition is True, and automatically remove the same Labels when the condition becomes False
Assign/Remove Labels: Assign or remove Labels once when the condition is met. The action does not automatically revert if the condition later becomes False. For dynamic assignment and removal, use Set Label Assignment
Document Status Management
Postpone Document: Delay document processing
Reject Document: Mark documents as rejected
Confirm Document: Automatically confirm documents meeting criteria
Export Document: Trigger document export
Delete Document: Remove documents from the queue
Testing your Rules & Actions
Before saving, test your rules using the built-in testing feature:
View real documents from your queue in the testing section
Check the Condition column to see if conditions match
Review the Actions column to see which actions will execute
Use the preview row to test with custom values
Click Update values after making changes to refresh the test results
Common use cases
Data validation: Check if total amount equals base amount plus VAT, and display a warning if not
Threshold alerts: Send email notifications when amounts exceed specified limits
Automatic routing: Move documents to specialized queues based on document type
Field visibility: Show additional fields only when specific conditions are met
Requirements
User must have access to Queue Settings (typically administrators and managers)
At least one action must be configured and enabled
Conditions must be valid TxScript expressions
Rule Manager
Rule Manager enables you to manage rules across multiple queues efficiently from a single centralized location. It replaces the previous Rules Templates functionality, allowing you to view and configure all your rules and actions - whether they are shared across multiple queues or with just one specific queue - from one place. To learn more about this, check the Rule Manager article.