File into the vendor's file

Every incoming invoice lands in its vendor’s file: the Filing step with “By field” looks for the file of the file type vendor whose unique key field vendorName holds the invoice’s vendor, with no script. When there is none, it creates one with the number series’ next number and the vendor’s name (“Created and filed”), only one even when two invoices of a new vendor arrive at once. It never creates a file for a confidential document. Then the invoice goes to approval.

The workflow

The workflow starts for every document of the type incoming-invoice. Its file workflow.yaml:

$schema: 'https://docs.acriva.de/schemas/workflow.schema.json'
format: 1
schemaVersion: 7
sdk: '1.0.0'
key: file-by-vendor
name: In die Lieferantenakte ablegen
template: custom
trigger:
  documentType: incoming-invoice
fields: []
start: file
steps:
  - kind: filing
    name: file
    label: In Lieferantenakte ablegen
    tags: []
    byField:
      fileType: vendor
      keyField: vendorName
      documentField: vendorName
      create: true
      nameField: vendorName
    next: approval
    onCreated: approval
    onNoFile: approval
  - kind: humanTask
    name: approval
    label: Freigabe
    taskKind: approve
    assignees: []
    fallback:
      kind: role
      role: Geschäftsführung
    options:
      excludeRequester: true
      excludeActorsOfSteps: []
      pickFile: false
    next: approved
    onRejected: rejected
  - kind: end
    name: approved
    label: Freigegeben
    outcome: approved
  - kind: end
    name: rejected
    label: Zurückgewiesen
    outcome: rejected