Introduction to Approvals on Nanonets

Let's take an example. You're processing invoices on Nanonets and want to set up the following review flow:

1. Check if all the data is entered correctly (dates, phone number, pincode are all valid entries). If the data is incorrectly entered, assign it to an Accounts payable member for manual correction. If correctly entered, it can be sent directly for approval.
2. Check If the Invoice amount is >5000, send it to the Finance Manager for approval.

Nanonets allows you to set up Review Stages and Rules in order to set up processes like so your files can be manually reviewed and approved before they are exported to your Data Storage Systems or ERP.

What is a Stage?

A group of rules used to flag a file for review is called a Review Stage. You can add multiple Stages to your Workflow. Files are checked for all rules within a stage at a time.

If all rules in a stage pass: The file is not flagged and is moved to the next stage if any

If any rules in a stage fail: The file is flagged (red icon) and is not moved to the next stage

What is a Rule?

A condition specified on a field for that field to be flagged is called a Rule. You can add multiple rules within a stage.

Approved Files Trigger in Exports

You can set up an Auto-export to your external database or ERP to triggered when a file is manually Approved. You can identify and flag files that need human attention by adding Approval Rules.

Some Use Cases

1. Flag potentially fraudulent invoices (Use the Match in Database condition to match the captured vendor names from your files against the list of pre-approved vendors in your database)
2. Ensure that Invoices match with their respective Purchase Orders (Use the Match in Database condition to match the Product names, Quantities and Amounts in both documents)
3. Route Invoices to specific people on your team based on an Amount threshold. (Use the number or Amount condition and specify a threshold)
4. Flag Invoices whose due date is in the past

Conditions available to Flag files:

1. Flag if Date is not valid
2. Flag if Date is in the future
3. Flag if Content length
   • is equal to
   • is not equal to
   • is greater than or equal to
   • is less than or equal to
   • is greater than
   • is less than
4. Flag if Field is empty
5. Flag if File is Duplicate
6. Flag if Number or Amount
   • is equal to
   • is not equal to
   • is greater than or equal to
   • is less than or equal to
   • is greater than
   • is less than
   • is an invalid integer
   • is an invalid number
7. Flag if Text or String
   • is equal to
   • is not equal to
   • Contains
   • Does not contain
   • Starts with
   • Ends with
   • Does not start with
   • Does not end with
8. Flag if Confidence score
   • is equal to
   • is not equal to
   • is greater than or equal to
   • is less than or equal to
   • is greater than
   • is less than
9. Flag if Match in Database
   • Conditions are not met (flag if doesn't match in database)
   • Conditions are met (flag if matches in database)
10. Flag if Match another field
    
    • Conditions are not met (flag if doesn't match the selected field)
    • Conditions are met (flag if matches the selected field)
11. Custom (Write Python Script to create your own Rule)

Learn more on How to Set up Approval Rules on Nanonets.