There is now a migration option from Archive V1 to Archive V2.

This migration is carried out on request by the xSuite operations team on the xSuite Helix platform. The actual migration process runs in the background and does not affect your day-to-day business.

After migration, the URLs for accessing the archive (e.g., the HTTP script in the ArchiveLink parameters of the archives and in the proxy settings in the xSuite Cloud Proxy) must be adjusted. The xSuite operations team will switch the customer tenant to Helix Archive V2 after receiving feedback from the customer. After that, the Archive V2 tiles will be visible in the xSuite Helix dashboard. Newly stored archive documents are migrated to the new archive as a “delta migration.”

Once the migration is complete, xSuite provides you with a complete migration log.

E-invoices (electronic invoices) already contain essential information required for the invoice verification workflow. This means that technically complex processes such as OCR or information extraction are not necessary, or only to a limited extent, depending on customer-specific requirements.

However, xSuite Helix adds master data to electronic invoices such as vendor numbers or tax codes. This is the only way to ensure that documents are correctly pre-entered in the target system without additional manual effort.

When a document is created in the xSuite Helix workflow (e.g., via eDNA), the upstream system can assign a flag (Is_eInvoice) to the document. This flag indicates that the document is an electronic invoice.

Additional information can now be displayed to the user for each workflow step. Brief instructions or notes on how to proceed with the work item are intended to make it easier for the user to complete the task. Additional notes could include, for example, Approval or Mathematical verification of amounts over 10,000 euros.

If the administrator wants to provide a note to colleagues who edit work items, they can insert localized text into the Text of task column within the role assignment table as an administrator with access to the configuration area.

After opening the work item, the user sees the note in the upper part of the workspace.

Using various extraction methods, xSuite Helix obtains a wide range of information about the sources of extracted text from the original document. This reference information can now be transferred together with the work item to downstream systems of xSuite Helix (e.g., xSuite Cube). The scope of reference information extends to the item level. This means that color highlighting of references at the item level is now also visible in systems outside of xSuite Helix.

Under General/Core → Data editor, you now have the option to export the entire data content of the respective data source and also import new or modified data records.

Import

The import function offers the following options for importing data:

• Deleting existing data records and completely replacing the contents of the import file

• Overwriting existing data records and creating new data records

• Adding new data records without overwriting existing data records

• Canceling the import if a data record already exists in the data source

We have separated this online help from the xSuite Helix infrastructure and now host the xSuite Helix online help on a separate server. This separation reduces the load on the xSuite Helix infrastructure and improves the system security of the xSuite Helix platform.

In the delivered workflow sys_CaptureValidateAgnostic, we have reduced the retention period for completed work items (status End) to 0 days. From now on, completed work items will be automatically deleted the following day by default.

To make it easier for workflow users to work with xSuite Helix, we have limited the time options for resubmitting a work item to full hours.

For fields with master data references, we have implemented an F4 value help function directly in the fields of all automatically generated forms.

The filter criteria for the Target role column in the access determination table can now be restricted by entering a filter expression. The use of the wildcard * at the beginning and end of the expression is also permitted for filter expressions.

We have integrated the following functions for archive administration (V2) into the new Archive Document Manager (V2) tile:

Integrating the new tile into your personal dashboard

The new Archive Document Manager (V2) tile is available to administrators who have a tenant with Archive V2 access.

The tile must first be added to the app catalog of the dashboard using the button in the title bar. To do this, activate the Dashboard checkbox for the tile.

After rearranging the tiles, you can save the dashboard as follows:

After clicking on the tile, you must select the archive in which your documents are located. You can also select the archive in the upper part of Archive Document Manager V2.

In the upper part of Archive Document Manager V2, you can also define search queries (filters) for different technical field contents.

Searching for documents

The following technical fields are available as search filters in a drop-down list:

• Document key and root key

• Tracking ID and Tracking key

• Legal hold

• Document is indexed (full text)

• SAP document ID

• Retention date

• Indexing status for ArchiveLink documents

• Next indexing run for ArchiveLink documents

• Counter for indexing retries of ArchiveLink documents

• Version number of a document

• Storage date/time of a document

• Date/time of modification of a document

The archive documents found based on the selected search criteria are listed as search results in the lower section of Archive Document Manager V2. The columns in the document list are named according to the technical fields from the drop-down list.

Notice

Dates and times are specified in UTC time and must be adjusted according to the desired time zone.

You can change the order in which the documents are displayed by clicking on the column headers.

You can save search queries and filter settings by clicking on the Save button and access them later via the Saved filters drop-down list.

Clicking on the Reset Filters button removes all filter criteria for the current search and displays every single document of an archive in the list.

The total number of documents after applying a search is displayed to the right of the Reset Filters button.

By clicking on the icon(s) in the last column of the document list, you can display the respective file attachments for the document.

Document administration

To delete documents or make changes to the technical fields, you must select the relevant documents using the checkbox in the first column. Use the Maintenance Tasks button to mark tasks for deletion or update the content of technical fields.

The following maintenance operations are currently available for the documents you have selected:

• Delete

• Set and remove legal hold

• Set and remove the status for indexing ArchiveLink documents

• Postpone of the next execution date for indexing the ArchiveLink document (by the time period set in the content server configuration)

• Complete reset of the indexing status of ArchiveLink documents

• Set the flag for (full-text) indexing of documents

For all maintenance tasks, you can specify that the maintenance process will take place for all archive documents by activating the Execute for all documents checkbox.

Notice

The selection made using the checkboxes for the documents displayed in the document list only applies to the documents that are visibly selected in the list. The number of documents displayed is limited for technical reasons.

Clicking on the Start button instructs xSuite Helix to execute the maintenance task. Depending on the scope of the task and system load, execution may take a few seconds. Successful transfer of the task to the xSuite Helix backend system is confirmed with a success message:

Visible document information in index fields can now contain additional information in the background. As the first piece of additional information, the coordinates of the locations found in the documents are stored by xSuite Helix for these fields and transferred into the workflow.

Users can see this functional enhancement in all xSuite Helix workflow steps that contain editable fields.

Editable fields with additional contextual information are highlighted in the field information area at the edge of the respective data field.

By clicking on the Contexts button in the Actions area, you can display all fields with additional context information for a document.

We have made it easier for users to find specific field contents in the original document. By clicking on a specific field, you will now see a thin line between the selected data field and the source information in the original document.

When configuring extraction projects, you can now configure anchor words of IBAN information on a project-specific basis.

To enter your own anchor words or corresponding regular expressions, open the extraction project sys_DataExtractionProject_Invoice or sys_DataExtractionProject_Invoice_US via the tile Configuration → Capture setion→ Extraction.

You can store additional expressions via the Custom search masks tab in the Header data → IBAN → Anchor Words section. Expressions already stored in the system can be displayed via the Advanced view option in the Actions section.

“Blockly scripting” is available under Configuration → Workflow (V2) → Scripts. The blockly scripting has been extended so that the content of subschemas can now also be read and changed. The display of program loops has been implemented.

In the following example, the country code of the company code of a work item is determined first. All item lines of a document are then processed in a program loop. The respective tax code is calculated for each item on the basis of the tax rate and the country code from the data source sys_Tax. This tax code is saved in the item line.

In the supplied workflow sys_CaptureValidateAgnostic (“Capture Validation Agnostic”), work items are now deleted immediately upon completion of the workflow (“END” phase).

This immediate deletion does not restrict operation. Work items in the “Export” step can be retained by the connected external system for any length of time.

However, if a retention period is required after the workflow has ended, the retention time can be increased at any time in the Workflow Designer via the parameters of the "end" node.

In many cases in Belgium, the Netherlands and Spain, additional characters are introduced in the details of VAT numbers to improve legibility. Additional regular expressions enable the recognition of vendors on the basis of VAT numbers.

To set up a resubmission for a process within a workflow, entering a full hour for the resubmission time and an explanatory text is now all that is required.

Additional rows can now be added to the role determination table while filter criteria are already activated in the role determination table.

Newly added rows are highlighted in yellow (1) until they are finally saved. The defined filter criteria are automatically adopted as field content in the corresponding field. This is why, for example, Management appears prefilled in the corresponding column for which the Management filter was already set when the new row was added.

An icon with an exclamation mark (2) in front of the row indicates that mandatory fields in this table row have not yet been filled out. The user must confirm completed rows by clicking the Apply button (3).

Additional table rows can then be added using the Add button (1).

Only by clicking on the Save button (2) can the user finally save all table row-related additions and corrections.

xSuite AI extraction can determine the vendor number from order numbers found on an invoice. To do this, the Supplier entry is read from the master data of the orders (data source: sys_Order).

The priority of this additional search strategy (PurchaseOrderNumber (2)) can be changed in the configuration of the respective capture extraction project (sys_DataExtractionProject_Invoice or sys_DataExtractionProject_Invoice_US (1)) with regard to other strategies.

In special project situations, the PurchaseOrderNumber search strategy (2) can also be deactivated for the extraction project in the Enabled column (3). The search for the vendor ID then follows the previous search pattern consisting of the activated search strategies with their respective priorities.

A new microservice for validating extraction results has been integrated into the xSuite Helix platform. In the current release (“Busy Beaver”), this microservice checks order numbers that were supplied exclusively by xSuite AI and compares them with the order numbers that were stored in xSuite Helix by the ERP system.

Order numbers that are not included in the list of open order numbers are deleted. If there are no more order numbers as a result of this process, the invoice type of the order is automatically changed to invoice without PO reference.

The technical file format of the xSuite Helix workflow log was changed from PDF to HTML. In projects that transfer this log with the extraction results to an ERP system, the change of format must be taken into account for the configuration of xSuite Interface 5 and for the configuration of the ERP system.

Buttons receive the following background color depending on their defined status within a workflow activity:

For customers with an Invoice Premium package, the user can optionally switch the document extraction of xSuite Helix to the use of a text-based AI, a Large Language Model. xSuite Group GmbH can activate xSuite Helix clients centrally for the use of text-based AI (1).

For each workflow, the user can now switch individually between the usual document extraction and AI-supported document extraction. To do this, the user opens the configuration of the respective workflow (Configuration tile → Workflow (V2) node → Workflows). The user can then select the Extraction node in the workflow (1).

The user opens the parameter settings of the extraction node via the gear icon (2). The user can select AI-supported segmentation in the parameter settings by clicking on the Activate xSuite AI option (3).

The user can store field contents of work items (schemas) and file attachments in the new archive (Archive V2) directly from a workflow in xSuite Helix. The new workflow activity Archive is available for this purpose.

The user can only archive work items, including the associated schemas and various file attachments and comments, from within his workflow tenant. The user cannot archive workflow processes from within his own workflow tenant for another workflow tenant.

Storing workflow processes:

The user creates a workflow in the customer namespace and also creates a new task at the desired point in the workflow. The user can afterwards select the newly created workflow task for archiving (1).

The user selects Archive (2) in the area "Activity".

In addition, xSuite Group GmbH recommends choosing a suitable name (3) and localization (4). Otherwise, only technical names will be visible in the relevant places later on.

The user defines the following archiving settings by clicking the gear icon (1):

The graphical AI to support document extraction has received an update of the AI model. This model update improves the speed. In addition, the criteria for recognizing the fields during implicit training have been narrowed down more. This makes recognition more precise.

A third, freely definable criterion has been added to the role determination table. This means that rules for determining agent roles can be defined even more project-specifically.

The user can now specify sort and filter definitions for all 3 freely definable criteria within the role determination area. The role determination criteria are visible as column pairs in the user interface. The user can now sort and filter the entries in these columns.

Documents of the same origin are recognized with greater accuracy when the training results are retrieved. The reason for this is the adaptation of mathematical rules for the recognition process.

A revised transfer and processing procedure has accelerated the processing of transferred master data. In addition, master data is now processed in a separate processing line. The decoupled processing of master data also speeds up master data transfer.