Using RBOP

RBOP eliminates the time and expense of trading partner personnel to manually forward orders to Conexiom.

Additionally, Rules Based Order and Document Processing (RBOP) prevents inappropriate emails and attached documents from reaching a client’s Conexiom portal, as they might with some other email-forwarding strategies. To make the system work, mail-server filtering rules that blind-copy, (through the “bcc:” address), only appropriate emails for processing are setup. If one of these emails is received, Conexiom then checks to ensure the attached document meets a second set of criteria. When it does, then the attached document is submitted to the correct trading partner map in the Conexiom portal for processing.

How RBOP Works

When a document begins the RBOP process, you will receive an email with an attached document from one of your trading partners. The mail-server rules that were setup take the first step in determining whether the attached document is one that is appropriate for Conexiom’s processing. To do so, it consults specific criteria to evaluate whether the characteristics of the email and document match the criteria that the rules define. These criteria may include the following:

• The domain from which the email was sent

• The type of document attached (such as PDF)

When the email and attachment match the required criteria, they are confidentially copied to your RBOP-specific email address, using the Blind-Copy Address line, (“bcc:”). Additionally, the Subject line of that email is prepended with a simple “code” of the client’s choosing (such as “{CX}”) to indicate that it was forwarded to the RBOP-specific address.

Whoever is the appropriate recipient of the email is for that configuration receives the email with the prepended subject line.

At Conexiom, the system identifies the trading partner, based on the Buyer Identifier. This is a unique address that is specified in the Conexiom portal and is the source from which the email originates. This address is unique to that specific trading partner configuration, (map), since the Buyer Identifier acts as the routing mechanism when RBOP is used.

If the file type and all keywords are successfully matched, the document is submitted for processing. It is then listed in the portal’s user interface and the notification workflow proceeds as it would if the email and attachment were forwarded manually.

If file type and all keywords do not successfully match the criteria, the document is not considered the type of document that should be processed, so is not submitted to the portal for processing. When this is the case, a notification stating that the document did not match the criteria is sent. The notification is limited to the original recipient in the client company alone with the message that Conexiom did not attempt to process the document. The document is attached to the notification and then it is discarded from Conexiom’s system. The trading partner is not notified in any way, ensuring the confidentiality of the communication.

Eligibility

Here are the basic eligibility guidelines for using Rules Based Order Processing:

• You can use RBOP for documents that are sent as attachments.

• You cannot use RBOP for material that is copied into the body of the email.

• RBOP works for clear text documents only. It cannot be used for any trading partner that relies on Optical Character Recognition (OCR).

• RBOP only works where there will be a unique Buyer Identifier for that trading partner. This is because the Buyer Identifier is used as the routing mechanism to determine which trading partner the document will goes to within the Conexiom portal. (When RBOP is used, the assign key is no longer considered for the routing mechanism.)

• RBOP should only be set up for trading partners that are in production and have processed at least five production documents successfully. Sometimes trading-partner configurations require modification after they have been moved to production, so it is important to confirm successful operations before turning on RBOP.

For more information on setting up RBOP, contact Support.