What is the Master Data Hub extension

Master Data Hub acts as an assistant that matches important information from your documents, such as vendor names, customer names, addresses, and payment details, with data you already have in your system or database.

For example, suppose you receive invoices from different vendors. With Master Data Hub, you can ensure that you process only invoices from vendors already in your ERP database. It can also help you find the correct purchase order associated with an invoice and match individual items listed on the invoice.

You can upload your own data in .json, .xml, .csv, or .xlsx format and use advanced searching to match information extracted from your documents with the uploaded data.

How to enable the Master Data Hub extension

Step 1: Prepare your queues and schemas

Begin by identifying the queues that contain documents requiring this extension. Then set up a matching field. This field is part of your schema and appears on the validation screen. It displays the identified match or a message when no match is found.

Setting up a matching field is a one-time process for each queue. Add the field in the Fields to capture section of the relevant queue settings. You can define the field’s Label and unique ID. The field must be an enum, as shown in the following example:

{
  "rir_field_names": [],
  "constraints": {
    "required": false
  },
  "default_value": null,
  "category": "datapoint",
  "id": "vendor_match",
  "label": "Vendor ID",
  "type": "enum",
  "options": []
}

For example, the first query might find a vendor by VAT ID and return a numeric vendor ID. The next query uses that vendor ID to find all associated purchase orders. Because Rossum stores all information as strings, "enum_value_type": "number" instructs the data-matching process to convert the vendor ID from the annotation data to a number before using it in the purchase-order query.

Step 2: Activate the Master Data Hub extension in the Rossum Store

To activate the extension in the Rossum application:

1. Select Extensions at the top of the application.
2. Select Rossum Store to access the available extensions.
3. Select the Master Data Hub extension.
4. Select Add.

Step 3: Specify the queues to which you want to add the extension

To configure the extension, navigate to Rossum Store Extension Settings and scroll to the Queues section. Select the queues where you want to use the extension.

After the extension is activated for a queue, it is triggered automatically whenever a new document is added to that queue or a user changes a value specified in any matching rule.

Step 4: Assign the token owner (optional)

This step is not necessary for customers. An account with administrator rights can create the extension, and the account that creates it is automatically assigned as its owner. Therefore, this step is not displayed in the user interface.

If you plan to use a different account later, create the extension with that account or contact the Support team to reassign ownership, for example to a dedicated technical user.

Step 5: Save the configuration

After making your selections, save your changes to ensure that they take effect.