Do you want to know why the ability to reject documents in Rossum is so useful? You may occasionally receive a document that contains errors or lacks critical data, such as a missing order ID, incorrect company information, or illegible parts. With a document rejection workflow, you can send an email directly from the Rossum interface to notify the sender (or someone in your company) of the issues they must address. The rejected document goes to the Rejected tab, and the sender can send a new, updated version.
How to reject documents in Rossum app
In the Rossum app, you can reject the document on the validation screen by clicking the Reject button below the Confirm button.
You can then specify the email address to which you want to send the rejection notification. It is usually the sender of the document. You can include a rejection message instructing the recipient on what to do with the rejected document. This can be either manually written or you can use one of your available email templates.
Reject email with Al
Rossum offers an AI-powered feature to compose rejection emails for you. Simply select “Auto-compose email by AI” from the email template dropdown. You can customise the email’s tone, length, and whether to include a list of errors. Click “write email” to generate the email.
If the generated email doesn’t meet your standards, you have the option to edit it manually or simply click “rewrite” to let the AI generate a revised version.
What happens when you reject a document
After rejecting the document, the following two actions will happen:
Rossum will email the designated recipient.
The document will be moved to the Rejected tab.
The rejection email will be sent to the selected email address along with the rejected document.
The rejected document will also be moved to the “Rejected” tab.
When you open the rejected document you will see the rejection note.
Please note that you can save your rejection message as a template and use it whenever necessary.
How to disable the Rejected tab
If you don’t need manual rejection functionality in your workflow, you can turn it off:
Select a queue and open “Queue Settings.”
Go to the “Emails” tab.
Disable “Manual rejections” in the “Document rejection” section.
Disabling the rejection workflow will hide both the “Rejected” tab and the “Reject” icon from the validation screen.
How to get the rejected documents via API
If you want to be notified about recently rejected documents via the API, you can do one of two things:
Set up a webhook listening to document status change notifications.
Pull the rejected documents via API on a regular basis.
Learn more about obtaining rejected documents via the API.
How to customize the rejection email template
Please keep in mind that this option is only available after the Upgrade.
Click the “Edit template” button to change the look of the rejection email. Then you can edit the subject and the email message Rossum will send to the recipients. You can also add Rossum variables, such as:
The name of the organization,
The name of the user sending the email,
The subject of the email you are replying to.
The API also allows you to edit the email’s content.
Note: Keep in mind that in trial accounts Rossum allows to send only up to 100 rejection and other emails per day. However, this limit can be updated based on your needs.