Tag by keyword

When an invoice’s vendor or purpose mentions Bahn, Hotel or Lufthansa, it gets the tag Reisekosten; Telekom, Vodafone or Miete (rent) give Fixkosten. The keywords are in a small table in the script, and upper and lower case don’t matter.

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: 4
sdk: '1.0.0'
key: tag-by-keyword
name: Schlagwort nach Stichwort
template: custom
trigger:
  documentType: incoming-invoice
fields:
  - key: purpose
    kind: text
    labelDe: Verwendungszweck
    labelEn: Purpose
    documentTypes:
      - incoming-invoice
start: tag
steps:
  - kind: script
    name: tag
    label: Schlagwort nach Stichwort
    script: tag.ts
    hook: onDocumentArrived
    inputs:
      - kind: field
        key: vendorName
        type: text
      - kind: field
        key: purpose
        type: text
    returns: []
    exits: []
    next: approve
  - kind: humanTask
    name: approve
    label: Freigabe
    taskKind: approve
    assignees:
      - when: null
        assignee:
          kind: costCenterResponsible
    fallback:
      kind: role
      role: Buchhaltung
    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

The script tag.ts

Hook: onDocumentArrived · Inputs: vendorName, purpose · Return values: none

import { defineScript, type TagName } from '@acriva/workflow-sdk';

/** The tag a document gets when its vendor or its purpose holds one of the keywords as a whole word, in any case. */
const KEYWORDS: readonly { tag: TagName; keywords: readonly string[] }[] = [
  { tag: 'Reisekosten', keywords: ['bahn', 'hotel', 'lufthansa', 'flug'] },
  { tag: 'Fixkosten', keywords: ['telekom', 'vodafone', 'miete', 'versicherung'] },
];

export default defineScript({
  hook: 'onDocumentArrived',
  run(ctx) {
    const { vendorName, purpose } = ctx.document.fields;
    // Both fields may be empty; the search reads the words of what is there, in lower case, so "Bahn" never matches
    // "Bahnhofsbäckerei".
    const words = new Set(
      [vendorName, purpose]
        .filter((part) => part != null)
        .join(' ')
        .toLowerCase()
        .split(/[\s,.;:()/&+-]+/),
    );
    // Tag names don't depend on case, so a tag the document has in another spelling counts too.
    const has = new Set(ctx.document.tags.map((tag) => tag.toLowerCase()));
    KEYWORDS.filter((entry) => entry.keywords.some((keyword) => words.has(keyword)))
      .filter((entry) => !has.has(entry.tag.toLowerCase()))
      .forEach((entry) => ctx.addTag(entry.tag));
  },
});

What it does

A test runs each of these cases in the sandbox and compares the result.

Fixed costs, already tagged

• Input: vendorName Telekom Deutschland GmbH, purpose null, tags „Fixkosten“
• Exit: the default next step
• Changes: none

No keyword

• Input: vendorName Bürobedarf Schmidt KG, purpose Druckerpapier
• Exit: the default next step
• Changes: none

A purpose mentioning “Hotel”

• Input: vendorName Seehof GmbH, purpose HOTEL Messe Hannover, 2 Nächte
• Exit: the default next step
• Changes: tag “Reisekosten”

A travel vendor

• Input: vendorName Deutsche Bahn AG, purpose null
• Exit: the default next step
• Changes: tag “Reisekosten”