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Nordflow Knowledge Base

Custom data capture rules

The standard data capture engine handles most clients without any customisation. Custom rules exist for cases where the standard model isn’t precise enough — wrong supplier matches, project codes misread, or entirely non-standard document formats.

What can be customised

There are four categories:

  • Custom fields — Extract a field that doesn’t exist in the standard schema, for example a delivery location code, an internal contract reference, or a cost-tracking identifier expected on every invoice.
  • Custom field rules — Constrain how an existing field is interpreted. For example: only capture project numbers matching a specific pattern; ignore any other project-shaped value on the document. Or: only accept suppliers from a defined whitelist of IDs.
  • Custom suppliers — Supplement or restrict the supplier-matching logic for a specific client — useful when a client receives invoices from a tightly bounded supplier list and false matches are a real risk.
  • Custom document types — Recognise and parse a completely non-standard document layout. For example, a company whose staff submit expenses via an internal web form that produces a custom PDF — a bespoke parser can be built to locate the relevant fields on that document.

When to request custom rules

  • A client has a strict project structure and false-positive project matches are causing incorrect routing. A project whitelist or pattern rule fixes this at the source.
  • A client receives documents that don’t look like standard invoices but must be processed as such.
  • A specific field (delivery code, contract ID, cost tracker) is critical to downstream processing and must be captured reliably every time.
  • A client’s supplier base is small and stable, and you want hard guardrails against capturing the wrong supplier.

How to request

Custom rules are configured by the ECIT Digital team, not inside the Nordflow UI. Your role:

  1. Identify during discovery whether the client needs bespoke fields, document formats, validation patterns, or supplier constraints.
  2. Document the requirements clearly — what to capture, from where on the document, and what counts as a valid value.
  3. Send the request to the ECIT Digital team with sample documents.
  4. Test with real client documents and iterate.

Related: Re-extract a document