Channel Configuration — Exported Processed Documents
In the Exported Processed Documents section you define where Workist sends the fully processed data and in which format. Four subpages work together here:
- AS2 — sending via the EDI protocol AS2.
- SFTP — sending to an SFTP server (Workist-managed or your own).
- Upload — generic transfer rules: target folder, sending along the original document, chosen transfer method.
- Output File — format and content of the generated file (e.g. XML following the Workist schema).
AS2 and SFTP describe the transfer method. Output File describes the content. Through Upload you select which transfer method should be used and which additional files are sent along.
Prerequisites
- Access to the channel configuration.
- For AS2: endpoint, AS2 name and certificates from the recipient.
- For your own SFTP: host, port, username, password/key. For the Workist-managed SFTP server you only need a public SSH key, see Data exchange via SFTP.
- For Output File: a serialization module agreed in advance with your contact person.
Step 1 — AS2 Configuration
In the navigation under Exported Processed Documents, select the entry AS2.
| Field | Meaning |
|---|---|
| AS2 sender name (leave empty for the default Workist AS2 sender name) | The AS2 name with which Workist identifies itself to the recipient. As long as the field remains empty, Workist uses its default name — which is sufficient for most cases. |
| AS2 recipient endpoint | The URL of the AS2 endpoint on the remote side (e.g. https://edi.lieferant.de/as2). |
| AS2 recipient name | The AS2 identifier of the remote side. Must match exactly what the remote side assigns — typos lead to rejections. |
| AS2 recipient verification certificate | Public certificate (PEM format) with which Workist verifies the digital signatures of the remote side. Provided to you by the recipient. |
| AS2 recipient encryption certificate | Public certificate (PEM format) with which Workist encrypts the outgoing messages to the remote side. |
| Validate recipient certificates? | When enabled, Workist checks the validity (expiry date, signature) of the stored recipient certificates. |
Click Save.
The AS2 configuration alone does not ensure that documents are exported. You must additionally set the sending method in the Upload section, under How should the documents be transferred?, to AS2.
Step 2 — SFTP Configuration
In the navigation under Exported Processed Documents, select the entry SFTP.
| Field | Meaning |
|---|---|
| Host (leave empty for the Workist-managed SFTP server) | Hostname of your own SFTP server. As long as the field is empty, Workist uses its own managed SFTP server. |
| Host key (leave empty for the Workist-managed SFTP server) | Public host key of your server — used for verification when establishing the connection. |
| Port (leave empty for the Workist-managed SFTP server) | Port of your own SFTP server. |
| Username (leave empty for the Workist-managed SFTP server) | SFTP username on your side. |
| Password (leave empty for the Workist-managed SFTP server) | Password of the SFTP user. The field displays the stored value masked; saving again overwrites the password. |
Leave all fields empty. Instead, store your public SSH key (see Data exchange via SFTP). Workist creates the account on the managed SFTP server automatically.
Click Save.
Step 3 — Upload Configuration
In the navigation under Exported Processed Documents, select the entry Upload. This section connects the transfer method (AS2 or SFTP) with the target on the recipient side and controls which additional files are sent along.
| Field | Meaning |
|---|---|
| Enable upload | Main switch — as long as it is off, no documents are exported, even if AS2/SFTP is configured. |
| Target folder for generated files | Path on the SFTP server where Workist places the generated output files (e.g. XML). For AS2 the field is not evaluated. |
| Target folder for outgoing documents | Path for original documents / emails, if enabled (see the next two switches). |
| Upload original document | When enabled, Workist sends, in addition to the generated output file, the original PDF/image that Workist processed. |
| Upload original email | When enabled, Workist also sends the original email (e.g. .eml). Useful when the recipient needs context from the email (salutations, notes in the message body). |
| How should the documents be transferred? (SFTP, AS2, API) | Selection of the transfer method. SFTP and AS2 refer to the configuration from the previous steps; API instead makes the processed data available for retrieval via the Workist API. |
| Additional files | A separate, expandable section: send further relevant documents along in addition to the main export — e.g. the delivery note, an invoice or the quotation. |
Configure AS2 or SFTP first (Step 1 or 2). Only once the connection data is stored should you enable Enable upload here. This avoids failed transfers immediately after activation.
If the handover to your target system should occur via the Workist API, configure the following:
- Enable upload — not checked,
- How should the documents be transferred? — set to API,
- Upload original document — not checked.
The processed data is then available for retrieval via the API, instead of being sent to an SFTP server or via AS2.
Click Save.
Step 4 — Output File
In the navigation under Exported Processed Documents, select the entry Output File.
Here you define what Workist writes into the output file — independent of how it is transferred.
| Field | Meaning |
|---|---|
| Enable serialization | Main switch — when off, Workist does not generate any output file at all (not even when upload is enabled). |
| Serialization module | A technical identifier of the module that generates the file (e.g. the XML serializer following the Workist schema). This value is set during onboarding together with Workist — please do not change it without consultation. |
| Additional header data fields | Comma-separated list of additional header data fields to be included in the output file, even if they are not included in the serializer by default. |
| Additional line item fields | As above, but for fields per line item. |
Insert reference to the analyzed file (<External_Document_Link>) | When enabled, Workist adds a link in the output file to the originally processed file (e.g. the PDF). |
Insert link to the Workbench (<Workist_URL>) | When enabled, Workist adds a deep link into the Workbench, with which recipients can jump directly to the case. |
Insert email sender information (<Received_By>) | When enabled, Workist carries over the From information of the original email into the output file. |
| Use short external file name | When enabled, Workist uses a shorter file name on export (e.g. when the receiving system enforces maximum file name lengths). |
Click Save.
By default, the output file contains all fields from Document Processing → Header fields / Line item fields. Via Additional header data fields and Additional line item fields you can add further fields that are not included in the standard serializer.
How the Four Pages Work Together
A complete export run uses all four pages:
- Output File generates the file (XML/JSON/…) from the extracted values.
- Upload decides that an export should happen and via which method.
- AS2 or SFTP provides the technical connection data for the chosen method.
- Optional: Upload original document / Upload original email / Additional files supplement the transfer with accompanying documents.
If a recipient does not receive an expected file, check the switches in this order: Output File → Enable serialization → Upload → Enable upload → the chosen transfer method.
Frequently Asked Questions
Can a channel send via AS2 and SFTP at the same time? Per channel configuration there is exactly one selected transfer method in the Upload section. If you need parallel methods, talk to your contact person at Workist about channel-specific solutions.
What happens if the SFTP server is temporarily unreachable? Workist attempts transfers multiple times (retry). If the server fails permanently, you will see error messages in the statistics and can contact support.
Where do I find the generated file for checking? Via the document overview of the respective document. With Upload original document enabled, the original is also sent along and is directly available on the target system.
Help and Support
If you have problems with export or transfer, have the following information ready:
- the channel name and which configuration it concerns (AS2, SFTP, Upload, Output File),
- for AS2: the recipient endpoint, the AS2 recipient name and, if applicable, the exact wording of the error message from the recipient system,
- for SFTP: the host, port, username and whether you use the Workist-managed or your own SFTP server,
- for output file content: the exact field name (technical data identifier name from Document Processing → Header fields) and an example of how the value currently looks in the file vs. how it should look.