Sticky Note Automate

Target Audience

• Business Owners: Those managing purchase orders and looking to automate data entry and validation processes.
• Procurement Teams: Teams that handle purchase orders and require quick processing of incoming orders.
• IT Professionals: Individuals responsible for automating workflows and integrating systems using tools like n8n.
• Data Analysts: Analysts who need to extract and validate data from Excel files efficiently.
• Administrative Staff: Employees who deal with repetitive tasks related to purchase orders and want to streamline their workflow.

Problem Solved

This workflow addresses the time-consuming and error-prone process of manually handling purchase orders in XLSX format. By automating the extraction, validation, and response processes, it significantly reduces the workload and minimizes human error. It ensures that purchase orders are processed quickly and accurately, allowing for better resource allocation and improved operational efficiency.

Workflow Steps

1. Incoming Purchase Orders: The workflow starts by monitoring a shared Outlook inbox for incoming emails containing purchase orders.
2. Intent Validation: It uses a Text Classifier to determine if the email is indeed a purchase order submission.
3. File Format Check: If the email contains an attachment, the workflow checks if the file is in XLSX format.
4. Data Extraction: The Extract from File node retrieves data from the XLSX file, converting it into a format that can be processed.
5. Markdown Conversion: The data is transformed into a Markdown table for easier processing by the AI.
6. Purchase Order Details Extraction: An AI model extracts essential details like the purchase order number, date, total amount, and vendor information from the markdown table.
7. Validation Checks: The workflow runs several validation checks to ensure that the purchase order is complete and accurate, such as verifying the presence of a purchase order number and ensuring that the total matches the sum of line items.
8. Response to Sender: Depending on the validation results, the workflow sends automated replies to the sender, either confirming acceptance or detailing any issues with the submission.