Toolbar Actions

Overview

At the top right of the Distribution Policies list on the Automatic Task and Document Distribution page, you find tools for creating new policies, searching, filtering, customizing columns, and accessing audit logs.

• Add Distribution Policy – Opens the form to create a new distribution policy.
• Search Box – Enter any Policy ID, Policy Name, Policy Description, or SmartFlow Skill to instantly filter results.
• Filter Icon – Click to show filter fields under each column header for advanced, multi-field filtering.
• Customize Columns – Click to select which columns to show or hide for your workflow.
• More Options – Opens additional actions, including access to the Audit Logs for all distribution policies.

1. Add Distribution Policy

Use Add Distribution Policy to create a new distribution policy linked to a SmartFlow Skill. For the full creation procedure, field reference, and assignment rule setup, see the Adding a Distribution Policy article.

2. Search Distribution Policies

The search box efficiently locates policies by Policy ID, Policy Name, Policy Description, or SmartFlow Skill. As you type, the list updates in real time to display matching records.

How to Search for Distribution Policies:

1. Locate the search field at the top right of the Distribution Policies list.
2. Click into the search field and begin typing a Policy ID, name, description, or SmartFlow keyword.
3. The list of distribution policies dynamically filters as you type.
4. To clear the search and return to the full list, delete the text from the search box.

Figure 1. Distribution Policies Search Box

Tip: For broader results, use partial text (for example, typing "SmartVendor" matches all policies linked to SmartVendor SmartFlows).

Note: The search runs across all visible and filterable columns, depending on your current settings.

3. Filter Distribution Policies

Filtering lets you narrow the policy list based on specific criteria for more targeted navigation and reporting.

How to Filter Distribution Policies:

1. Click the filter (funnel) icon in the toolbar. A row of filter fields appears directly below the column headers.
2. For each column, click the drop-down arrow to choose a filter operator, then enter or select a value.
3. The policy list updates in real time to show matching records.
4. To clear all active filters at once, click Clear All Filters below the page title. The Clear All Filters button appears only when one or more filters are applied.

Figure 2. Filter Fields Above Distribution Policies Table

Table 1. Distribution Policy Filter Fields

Tip: Combine filters (for example, SmartFlow Skill and Status) for advanced targeting.

Note: All filters work instantly and only on records currently loaded in your view.

4. Customize Table Columns

Personalize the Distribution Policies list to display only the columns you need. This helps you focus on relevant data and reduce on-screen clutter.

How to Customize Distribution Policies Columns:

1. Click the Edit Columns icon (three vertical bars) in the toolbar.
2. The Edit Columns panel appears, listing all Distribution Policies columns.
3. Check or uncheck columns to show or hide them.
   • Checked columns appear in your view.
   • Locked columns (Policy ID, Policy Name, Policy Rules, Distributed Tasks, and Status) are always visible and are marked with a lock icon.
4. Use the search box at the top of the panel for quick column lookup.
5. Click Apply to save changes, or Restore Default to revert.

Figure 3. Edit Columns Panel

Table 2. Customize Table Columns — visibility options

Note: Column visibility changes only affect your own session or profile, not other users.

Tip: Adjust columns based on your current task (for example, show Distributed Tasks and Distributed Documents for workload reviews, or Created and Modified for audits).

5. View Distribution Policy Audit Logs

Use the audit log to review a detailed history of all actions performed on distribution policies, including policy creation, rule changes, status updates, rule order changes, and SmartFlow Skill assignments.

How to View the Audit Logs:

1. Click the three-dot (more options) icon in the toolbar.
2. From the menu, click Audit Logs. The Policies > Audit Logs page opens.
3. Review the log entries. Each entry shows the time, user, event type, Policy ID, Policy Name, Rule ID, and details of the action.
4. To return to the Distribution Policies list, click the back arrow next to the Policies > Audit Logs breadcrumb.

Figure 4. Audit Logs menu option

Figure 5. Distribution Policies Audit Logs

Table 3. Distribution Policy Audit Logs columns

Search, filter, and customize audit logs

The Audit Logs page includes a toolbar with search, filter, and column customization controls.

Search the audit logs

1. Click the search field at the top of the page.
2. Enter a keyword to filter audit log entries in real time.
3. Clear the field to return to the full log.

Filter the audit logs

1. Click the filter (funnel) icon.
2. A row of filter fields appears below the column headers.
3. Select an operator and enter or select a value for each field you want to filter by.

Figure 6. Audit Logs filter fields

Table 4. Audit Logs filter fields

Customize audit logs columns

1. Click the Edit Columns icon (three vertical bars).
2. In the Edit Columns panel, check or uncheck columns to show or hide them.
3. Locked columns (Time, User, Event Type, Policy ID, and Rule ID) are always visible.
4. Toggleable columns include Policy Name and Details.
5. Click Apply to save changes, or Restore Default to revert.

Figure 7. Audit Logs Edit Columns panel