Overview
A Distribution Policy is a configured set of rules that automatically assigns incoming documents, tasks, or both to specific users or teams based on conditions you define. The Automatic Task and Document Distribution page lists every distribution policy configured in your tenant and shows the performance and status of each policy at a glance. The header displays the total number of policies.
Each distribution policy is linked to one SmartFlow Skill. Depending on which products are active in the SmartFlow (AP Invoices, AP Helpdesk, AR Helpdesk), a policy can contain Document Rules, Task Rules, or both. Document Rules and Task Rules are evaluated independently, each with its own round-robin assignment mechanism.
Figure 1. Distribution Policies landing page
Distribution Policy Columns
Each row in the Distribution Policies table represents one policy. The table includes the following columns.
Table 1. Distribution Policies columns
| Column | Description |
|---|---|
| Policy ID | System-generated identifier for the policy (for example, DP-1). |
| Policy Name | User-defined name for the policy. Must be unique. |
| Policy Description | User-defined description for the policy. Optional. |
| SmartFlow Skill | The SmartFlow Skill the policy is linked to, including the product, SmartFlow name, and associated mailbox (for example, [SmartVendor] - [Workday] - [test@example.com]). |
| Policy Rules | Count of active rules in the policy, shown as pill labels. Doc Rules counts Document Rules and Task Rules counts Task Rules. When both products are active in the same SmartFlow, both labels appear; when only one product is active, only the applicable label appears. |
| Distributed Tasks | Count of tasks assigned through the policy. Click the value to open a pre-filtered view of those tasks. |
| Distributed Documents | Count of documents assigned through the policy. Click the value to open a pre-filtered view of those documents. |
| Created | Date the policy was created. |
| Modified | Date the policy was last modified. Sortable. |
| Status | Current status of the policy: Active (toggle on) or Inactive (toggle off). |
| Edit | Pencil icon that opens the policy for editing. |
Understanding Policy Rules
The Policy Rules column shows the rule composition of each policy. Rule type availability depends on which products are active in the SmartFlow Skill the policy is linked to.
Table 2. Policy rule types
| Rule type | Applies to | Purpose |
|---|---|---|
| Document Rules | AP Invoices (SmartVendor) | Assign incoming documents (invoices, credit memos) to specific users or teams based on document attributes. |
| Task Rules | AP Helpdesk (SmartVendor), AR Helpdesk (SmartCustomer) | Assign incoming tasks to specific users or teams based on email and sender attributes. |
Rule availability by product combination:
- AP Invoices only – Only Document Rules appear.
- AP Helpdesk or AR Helpdesk only – Only Task Rules appear.
- AP Invoices + AP Helpdesk – Both Document Rules and Task Rules appear within the same policy, in clearly demarcated sections. Each section is evaluated independently with its own round-robin assignment.
- SmartCustomer SmartFlows – Support Task Rules only. Document Rules are not applicable.
Note: When a product is turned off in SmartFlow configuration, the associated rules (Document or Task) are archived in the database and stop executing. Archived rules are not deleted and are restored when the product is re-enabled.
Policy Status
The Status toggle on each policy row controls whether the policy is currently evaluating incoming work.
- Active – The policy evaluates incoming documents and tasks and assigns them according to its rules.
- Inactive – The policy does not evaluate incoming work. Existing assignments are retained, but no new assignments are made.
Note: If the linked SmartFlow is stopped, the distribution policy is automatically deactivated and becomes read-only.
Filtering Distribution Policies
When filters are applied to the policy list, a Clear All Filters button appears below the page title. Click Clear All Filters to reset all active filters and return to the full policy list.
Figure 2. Clear All Filters button with active filters
Pagination
The pagination footer at the bottom of the page includes the following controls:
- Rows per page – Select the number of rows to display per page. Default is 20.
- Row count – Displays the current range and total (for example, 1–6 of 6).
- Page navigation – Use the first, previous, next, and last page controls to move through the policy list. The current page indicator (for example, Page 1 of 1) appears between the controls.