Documentation

1.1. Features

REEDR offers you the following functionalities directly in your own Salesforce environment:

• Extraction and transfer of information from invoices, contracts, ID documents and much more.

• Automation of processes and avoidance of manual and time-consuming reading of documents.

• Avoidance of incorrect entries through correct and complete transfer of data.

All functionalities can be fully automated (depending on preference). REEDR and Salesforce-native automation options interlock seamlessly.

This list provides an overview. We will describe these functions individually and in detail below.

1.2. Interface of REEDR

The interface for configuring and using REEDR is made up exclusively of native Salesforce components. You will find the following tabs in the application:

This overview serves to make the following documentation easier to understand. Details on the use of the individual tabs will be provided later.

1.3. Requirements

REEDR is designed exclusively for use in Salesforce. It is compatible with the following Salesforce editions: Platform, Sales Cloud, Enterprise, Unlimited.

There are restrictions with the Salesforce Professional Edition. Here you can only use REEDR if you order API callouts from Salesforce.

2.1. Installation

REEDR is installed via Salesforce AppExchange.

Click the ‘Get It Now’ button to start the installation process.

When you get to the installation page, select ‘For Administrators Only.’ This selection is necessary because otherwise unauthorised users could also gain access to sensitive data.

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Click on ‘Install’ and confirm the message ‘Yes, grant access to these third-party web sites’.

Background: As part of the installation, permission must be granted to access various interfaces. In addition to the interface, communication with the REEDR servers must also be established for the tool to work smoothly.

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You may see a notification that says, ‘This application is taking a while to install. You'll get an email when it's done.’ If you see this notification for the first time, don't worry. Just click Done. Salesforce will email you when the installation is complete.

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After installation is complete, we recommend checking the installation in the ‘Packages’ section under ‘Installed Packages’ in the Salesforce Setup.

2.2. Granting rights of use

The use of the application does not require any special rights for Salesforce users. Authorisations to view the REEDR data records only need to be assigned for configuration and debugging. A basic distinction is made between two types of authorisations:

• REEDR licences*

• Salesforce Permission Sets*

REEDR licences are assigned directly to the REEDR package listed there in the ‘Installed packages’ area. To do this, click on the ‘Manage licences’ button and assign the desired users.

Salesforce permission sets, on the other hand, are assigned separately. In general, REEDR distinguishes between the following types of Salesforce permission sets:

• REEDR Admin: for full administrative access to all areas of the application.

• REEDR User: for user access.

To assign these permission sets, search for ‘Permission sets’ in Setup.

Find ‘REEDR Admin’ and ‘REEDR User’ in the list and click on the respective permission set you want to assign to a user.

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Go to ‘Manage assignments’ and add the desired users by ticking the checkbox.

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IMPORTANT: It is also essential to release the dashboards and reports that come standard with REEDR. To do this, please switch to the standard tabs for ‘Reports’ and ‘Dashboards’ in the Salesforce interface and then (!) release the folder ‘REEDR’ (which was added when REEDR was installed) for the group of all internal users in the release settings of that folder. This sharing option can be found as follows: Search for Reports or Dashboards > All Folders > REEDR > Share (using the arrow function on the right). If this step is missed, the REEDR app home screen may not display correctly for users without an administrator licence.

2.3. Record Page Activation

Since Salesforce unfortunately does not allow the activation of record pages when using record types at the same time when installing applications like REEDR, this must be done manually once after installation. Activation is essential to be able to use all of REEDR's features.

Specifically, this concerns the ‘Mapping’ object.

You can find this in the setup. Enter ‘Lightning App Builder’ or ‘Lightning Application Builder’ in the search bar.

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You can assign the respective objects in detail as follows:

Click on page > Show > Activation > Assign to applications, record type and profiles > Select all apps that are used > Next > Desktop and phone > Next > Select the respective Record Type > Next > Select all profiles > Save.

Activate the following record pages:

2.4. Configuration

Search for the ‘REEDR’ app in the App Launcher* using the search function.

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Switch directly to the ‘Configurations’ tab in the app. You will already find a configuration data set here. In this data set, you have to fill in fields with the necessary information to configure REEDR.

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The following fields can be configured:

2.5. Trial version

You have the option to test REEDR for 30 days free of charge and to read 25 documents. You do not have to provide any account information to do so. After 30 days, the test phase will automatically expire and you will no longer be able to access REEDR.

If you want to test REEDR in a sandbox, the installation process works exactly the same as in the live environment. The only exception to this is when the sandbox is a partial copy in which the configuration record has been transferred. In this case, it is essential to use the ‘Reset Configuration’ button in the configuration record to ensure a smooth process.

2.6. Order licenses

After you have set up the configuration record, you still need to complete the purchase process.

This step is essential to using REEDR!

The licence fees for using REEDR are collected by direct debit from the account you specify. This is how you can enter your corresponding information:

1. In the REEDR app, you will find the ‘Manage Licenses’ button at the configuration record level. Clicking on the button opens a login page to your license management area. In this customer portal, you will find all important data about your REEDR licenses, payment information, but also the option to purchase additional licenses with a single click.

2. To log in, you will receive an individual code by email, which you enter in the login screen. After logging in, the overview page will open with some instructions on what information you need to provide us with in order to use REEDR in the future.

3. By clicking on ‘Check your billing address,’ you can enter a valid billing address. Then click on ‘Check your SEPA direct debit mandate’ to set up a valid SEPA direct debit mandate. You can also find the input masks for your data in the tabs ‘Billing’ and ‘Payment’ below.

After you have entered and saved the necessary data, you will receive a confirmation email from us along with a document containing all the information about your SEPA direct debit mandate.

Please note: The confirmation email will be sent to the email address provided when downloading REEDR from the Salesforce AppExchange! If this email is not available, simply write us a message at support@reedr.app

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2.7. Authentification

Once the configuration record is created, you will need to authenticate with the REEDR servers to use all available features.

This authentication is a one-time process. To authenticate, simply click the ‘Authenticate’ button in the created record.

After successful authentication (which may need to be completed by confirming the OAuth2 query), the user is redirected to a results page. If authentication is successful, this is indicated by a check mark in the ‘Authenticated’ field.

In the event of successful authentication, the following message also appears:

The tick under ‘Authenticated’ is then also set in the configuration data set.

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3.1. Mappings

Mappings are used to determine which values are to be mapped to which fields under which conditions. This documentation only covers how to set up AI-based mappings. If you want to set up a rule-based mapping, contact us and we will help you.

You can create a mapping by clicking on the ‘New’ button in the top right corner of the ‘Mappings’ tab.

A screen for creating a mapping dataset will open. Fill in the following fields for the configuration:

You can activate the mapping by ticking the ‘Active’ checkbox. Do not activate the mapping until it is fully configured, as active mappings can no longer be configured.

Field Configurations

After creating the mapping, you now have to configure which fields of the object the extracted values are to be transferred to. To do this, go to the ‘Configure’ button at the top right of the mapping page.

For Target Field, you can select all writable fields to which the data is to be extracted.

For Source Type, select whether the field should be filled with extracted data (Recognition) or with text you have described (here you can write the text that should be displayed in the field after extraction).

Then click on ‘Add’ to add a field configuration.

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In Source, you can see all the attributes of your model and select the appropriate one. For fields that allow multiple values (e.g. text fields), you can tick the ‘Map Multiple Values’ checkbox to map multiple values. For ‘Separator’, you then specify which character should be used to separate them.

After you have saved your configuration by clicking on the ‘Save’ button, you can now test it. To do this, you must first upload a document to be read in ‘Files’.

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After that, you can click on the ‘Test’ button in the upper right corner of the page. Here you can select between all the documents you have uploaded. Choose the document you want and click on ‘Create’ to create a job.

In the ‘Job’ section, you will see the extracted text and data (AI based) of the document (if this is not the case, you may need to reload the page).

Note: A job is always created when a mapping is tested or executed. You can then see it under the ‘Jobs’ tab in your Salesforce interface. For executed jobs, the ‘Parent’ refers to the object to which the values were mapped.

You can test the mapping by clicking on the ‘Test’ button in the top right corner of the page. This will display all the fields that would be successfully mapped when the mapping is activated.

We strongly recommend that you give all objects to which you apply a mapping a ‘staging’ by setting a specific status after the extraction (e.g. ‘Extracted’). This makes the status of the document clearer and prevents unwanted misinterpretations of the AI model.

Mapping Conditions

Then you have to define which conditions must be met for the mapping to be executed. If these conditions are met, the document is processed automatically and the assignment is made.

You can create a new mapping condition by clicking on the ‘New’ button next to ‘Mapping Conditions’.

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Here you can now choose between ‘File’ and ‘Object’. Conditions can therefore be specified for an uploaded file and/or an object.

For example, if you only want to process files in PDF format, you can do so using a ‘File Mapping Condition’:

Or, for example, you might only want to apply the mapping to invoices created after REEDR was installed. You can do that using an ‘object mapping condition’:

After you have created all the mapping conditions you need, you can activate the mapping. Now, whenever a data set meets the conditions, a job is created when a file is uploaded to the data set. The mapping is then applied to the data set. This is an asynchronous process and can therefore take some time.

Target Objects

If you want to create further records under the target object (e.g. document items under documents), you can configure target objects. To create a new target object, click on the ‘New’ button next to ‘Target Objects’.

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Here you can now give the target object a name in the ‘Name’ field and enter the name of the object to be created in the ‘Object Name’ field.

After creating the target object, you can now configure it by clicking on the Configure button within your target object.

In ‘Set node’ you select the node from which the target objects are to be created.

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As with the configuration of the mapping, you can select all the editable fields to which the data is to be extracted under ‘Target Field’.

For ‘Source Type’, you can select whether the field should be filled with read data (Recognition) or with text you have described (here you can write the text that should be displayed in the field after extraction). In addition, you can also access the main fields of the object here by selecting ‘Object’.

Then click on ‘Add’ to add a field configuration.

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In the Source section, you can see all the attributes of your model and select the appropriate one. For fields that allow multiple values (e.g. text fields), you can tick the ‘Map Multiple Values’ checkbox to map multiple values. Then, in the ‘Separator’ section, you can specify which character should be used to separate the values.

3.2. Example

We want to implement an AI model in Salesforce for our company that can read incoming invoices and then sort the selected values into the correct fields. This will save us manual work and increase efficiency in our company.

First, we need our AI model. By sending an email to support@reedr.app, we contact a cloudworx employee who implements the desired AI model for us free of charge. We can then view this in the ‘Models’ tab.

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Next, we configure a mapping (see chapter Mappings). Since we have already installed the ‘EasyFlow Invoices’ tool in our company, we can map the read values directly under the ‘Receipts’ tab.

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We create a new AI-based mapping with the following values:

Name: Mapping

Model: Invoice

Object Name: proflow2__Receipt__c

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After creating the mapping, we now configure the fields of the object to which the selected values are to be transferred. To do this, we go to the ‘Configure’ button at the top right of the mapping page. Here we enter the following values:

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Now we define the mapping condition. We only want to read invoices whose status is set to ‘Open’. To do this, we create an object mapping condition with the following information:

Name: Status

Mapping: Mapping

Field Name: proflow2__Status__c

Operator: “=”

Condition Value: Open

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Finally, we want to create a target object because we want to display the line items of the incoming invoices in a related list within the ‘Receipt’ tab. We provide the following information:

Name: Receipt Line Item

Mapping: Mapping

Object Name: Receipt_Line_Item__c

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Finally, we go to ‘Configure’ within the target object and specify the following fields:

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We can now insert an invoice into ‘Files’ and then go to ‘Test’ to see which values are read.

If we now upload the same invoice to ‘Files’ in the EasyFlow Invoices application, the data is automatically read and transferred to the fields provided.

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The line items are also created correctly:

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4.1. Fehler bei Dateneingabe

In case of errors due to incorrect entries or connection problems, the user will receive a corresponding message.

If no error message is displayed, it can generally be assumed that the action triggered was successful.

Displayed error messages may originate from partially connected third-party systems, the REEDR application or Salesforce itself.

If an error message is unclear, we recommend consulting the Salesforce administrator responsible for the installation. If they are also unable to help, simply contact us by email at support@reedr.app and send us a screenshot of the error message so that we can help you directly.

4.2. Fehler bei im Hintergrund ausgeführten Aktionen

For a better overview, a large part of the actions carried out in the background are stored in a ‘Result’ object set up for this purpose. This makes it possible to track actions carried out in the background or automatically.

A list of these result data sets can be found in the ‘Results’ tab. If successful, the message ‘Success’ is displayed. If there is an error, the corresponding error is displayed.

Note on freeing up storage space: To free up storage space that has been used up over time by accumulated ‘Result’ data records, the ‘Clear’ button can be used in any list view of the ‘Results’ tab. Please note that when using this button, all ‘Result’ data records are always deleted regardless of the list view currently displayed!