Transflo Workflow AI Factor Admin Guide

As an administrator, you can create, update, and delete users in your SaaS instance of the Transflo Workflow AI for Factors platform. Typically, each user has their own unique e-mail address and password; however, it is possible to share login credentials. For example, ten (10) users log in as billing-team@email.test with a common shared password.

1. Click Settings in the left navigation pane.

2. Click the Users tile.

   

3. On the Users list, you can set the columns, sort order, and specify search filters. These features work the same standard way on all lists in the application. To avoid creating duplicate entries, search for a name or e-mail address before you add a new one to verify the user is not already created. To create a new user, click + Create.

   

4. Complete the User Details page:

   1. Name: Enter the first and last name of the user including any optional conventions such as title, middle initial, or suffix.

   2. Email: Enter the e-mail address for the user.

   3. Password: Enter a password for this user. Follow the on-screen password requirements.

   4. User Roles: Assign one or more roles to this user. The Permissions field values are set by the system.

   5. Click Submit.

      

5. The new user appears in the list.

6. To edit a user, click Options on the right and choose Edit. Make your changes and then click Submit.

   

7. To remove a user, click Options on the right and choose Delete. To confirm, click Yes, delete user.

   

   

   Tip: As a best practice when employees separate from your organization, change their password, but allow the user account to remain in place for historical data integrity for up to 90, 180, or 365 days in case of any audit, finance, accounting, data retention, or legal discovery policies in place at your organization or maintained by your clients.

    

8. Users can typically reset their own passwords on the Login screen; however, a user can also contact you as their admin to have you change their password. Enter a new password in the New Password field and click Submit. To protect the new password, send it to the user in an encrypted e-mail or chat message. (For example, chat messages in Microsoft Teams are encrypted in transit and at rest in Microsoft data centers using industry standard technologies such as TLS and SRTP.)

   

As an administrator, you can set up one or more e-mail templates for your business users to sent to clients to resolve issues with work item documents.

1. In Workflow AI for Factors, click Settings in the left navigation pane.

2. Click E-mail Templates.

   

3. In the list of templates, click + Create.

4. Complete the E-mail Template setup form:

   1. Title: Enter an internal name for the template to help identify it to your users.

   2. Subject: Enter a subject line or portion, prefix, or suffix that you want clients to see when they receive the e-mail from users about work items that need their attention or response.

   3. Email Body: Enter a greeting, short description, and closing for the client.

   4. Document Types: Select one or more document types that should be included as attachments when users send their e-mail to the client.

      

   5. Next Status: After sending e-mail about a work item using this template, you can set an optional queue for the work item. Set the next logical queue in your process or leave this field blank to keep the work item in its current status. For example, to resolve missing information that requires a response from a client, you can send the URGENT Client Request: Please Reply ASAP template shown below. This template routes the work item to the Paused status.

      

   6. To merge documents: As a convenience to clients, users can merge multiple e-mail attachments into one PDF. As an administrator, you can make document merging the default behavior for all future users of this template. To make merging to one PDF the default, select this check box. Users with permissions can clear the setting when they prepare their client email if they need to revert to sending multiple attachments.

   7. Click Submit.

      

5. Your new e-mail template appears in the list of templates.

   

6. Verify your new template works as expected when your business users open a work item and click Email Client. To learn more, see Send E-Mail to Resolve a Work Item.

   

7. (Optional) You can set the columns, sort order, and specify search filters. These features work the same standard way on all lists in the application.

   

8. To edit or delete a template, click Options on the right and choose Edit or Delete. As a best practice, wait until a scheduled maintenance window to avoid interrupting other users of the template during business hours.

   

As an administrator with special super-admin or Transflo admin permissions, you can configure which document types are available in the system when other users work on fixing items.

1. Log in to Workflow AI as a super admin.

2. Click Settings in the left navigation pane.

3. Click the Document Types tile.

   

4. Configure (show or hide) the document types recognized by your organization. You can also add one or more document types. Click Save.

5. Verify the document types appear as expected when you open a work item and review the Documents panel in the center of the screen.

   

As an administrator with special super-admin or Transflo admin permissions, you can configure which index fields show or hide in the system when other users work on fixing items.

1. Log in to Workflow AI as a super admin.

2. Click Settings in the left navigation pane.

3. Click the Manage Output Fields tile.

   

4. Under the Shipment, Invoice, Payment, Additional Fees, and other categories, select the check box to show each field or clear the check box to hide the field. Click Save.

   

5. Verify the fields appear as expected when you open a work item and click the Output tab.

   

As an administrator with special super-admin or Transflo admin permissions, you can configure alerts.

1. Log in to Workflow AI as a super admin.

2. Click Settings in the left navigation pane.

3. Click the Alerts tile.

   

4. Click +Create to configure the set of alerts recognized by your organization. Click Save.

   

5. Verify the alerts appear as expected when you open a work item. Users often go down the list of alerts as a checklist to make sure they have done the following tasks:

   • Resolved any issues with rule violations or missing data.

   • Added any missing documents that are required.

   • Corrected the necessary output field values before sending to approval.

   

As an administrator for your organization, you can define custom tags that users can assign to work items Examples include tags or names for teams, managers, account representatives, users, groups, important flags, and other custom work item attributes. By assigning, grouping, filtering, and processing work items with tags, all users can greatly speed processing, reduce delays, and improve efficiency.

1. Log in to Workflow AI as an administrator.

2. Click Settings in the left navigation pane.

3. Click the Tags tile.

   

4. Configure the work item tags recognized by your organization. You can create, edit, or delete tags. Click Save.

   

5. You can now assign one or more tags to work items; the system can also assign tags to work items in automated business logic; and users can filter them to track work items.

   

As an administrator with special super-admin permissions, you can restore previously deleted work items. You can also purge work items that other users have placed in a temporary DELETED status.

1. Log in to Workflow AI as a super admin.

2. Click the DELETED button at the top of the Work Items page.

3. Select the check boxes for one or more deleted work items in the list.

   

4. Click the Actions button and choose one of the following options:

   • Approve: This option appears only for business users with approval rights; however, it is possible a super-admin user might be granted rights to approve, typically for troubleshooting or testing purposes.

   • Restore: Choose this option to restore a work item that a business user previously marked as DELETED. The item reverts to the status it was in before it was deleted.

   • Delete: Choose this option to truly delete or purge the work item.

     

     Note: In most configurations, super-admins do not need to purge deleted items. When users delete work items, they are temporarily placed in DELETED status until the system retention schedule actively removes them. For example, they are automatically purged in 30, 60, or 90 days.

Leading SaaS and managed service providers support multi-tenancy for speed, quality, and efficient operations. As a leading cloud document management platform, Transflo Workflow AI supports multi-tenancy.

• As an administrator with super-admin permissions, you can configure settings for each tenant.

• As an administrator, manager, team leader, or advanced user, although you cannot directly adjust these settings, you can review this section to become aware of all the possible settings. If you believe a setting might be adjusted to help your team, contact your Transflo administrator.

1. Log in to Transflo Workflow AI for Factors as a super-admin (a user with special permissions). If you are not a super-admin, you can review these steps and settings below and work with your Transflo admin to make any agreed changes.

2. In the left navigation pane, click Settings and then click Config.

3. In the SMTP Settings section, set the following fields:

   1. Address: Enter the fully-qualified domain name of the SMTP mail server.

   2. Port: Enter the network port that is designated for access to your SMTP server to send e-mail.

   3. User Name

   4. Password

   5. Authentication

   6. Enable Start TLS Auto

   7. SSL: To use secure sockets layer (SSL), select the Use Secure Protocol (SSL) check box.

   8. Domain

4. In the Other Settings section, set the following fields:

   1. Time Zone

   2. Payment Types: For example, ACH, COMDATA, EFS, money WIRE, or EFS card.

   3. Required Output Fields: For example, Invoice, Invoice Amount, or Invoice Advance Amount.

   4. Send SQS on Status: approved | rejected

5. CC Settings check boxes

   • User CC in Email

   • Client CC in Email

   • Debtor CC in Email

6. In the AmazonSQS section, set the following fields:

   1. Queue

   2. Region

   3. Account

7. In the Default Invoice Parameters section, set the following fields:

   • Next Number: 100

   • Number Format: %04d

8. In the Flags section, set the following fields:

   • Generate NOA on Demand

   • Block Work Item Creation from Email

9. In the Validations section, set the following fields:

   • Skip Status Check

   • Skip Rules Check

10. In the Document Viewer Settings section, set the Default Fit field to width, height, or best.

11. In the RabbitMQ section, set the HS Input field (we recommend that you leave the default value of transflo_input.

12. In the MySQL Connection section, enter the Shared Name of your preferred database connection (we recommend that you leave the default value shown for your configuration).

As an administrator, you can create one or more default recipients to receive e-mail communications about work items as a carbon-copied (CC) recipient on the e-mail CC line. A common practice is to add a generic email or group distribution list that can be received by multiple members of a department or team.

Tip: Teams can also set up client-side rules to route received e-mails to the proper sub-group or individual.

1. In Workflow AI for Factors, click Settings in the left navigation pane and then click the Default CC Recipients tile.

   

2. To add a new e-mail recipient, click +Create. To add a list of multiple recipient e-mail addresses, click Import.