Adding a Distribution Policy

Overview

Use Add Distribution Policy to create a new distribution policy that automatically assigns incoming documents, tasks, or both to specific users or teams based on configurable rules. Each distribution policy is linked to one SmartFlow Skill. Depending on which products are active in that SmartFlow (AP Invoices, AP Helpdesk, AR Helpdesk), a policy can contain Document Rules, Task Rules, or both.

Creating a policy is a two-step workflow: first create the policy with its core details, then add assignment rules that define when and how documents and tasks are assigned.

Before You Begin

• You must have Super Administrator access to create or manage distribution policies.
• The SmartFlow Skill you want to link the policy to must already exist in your tenant.
• Teams or users you plan to assign work to must already be set up in Team Management or User Management.

Important: A SmartFlow Skill can be linked to only one active distribution policy at a time. If the linked SmartFlow is stopped, the distribution policy is automatically deactivated and becomes read-only.

Step 1: Create the Distribution Policy

1. On the Distribution Policies page, click Add Distribution Policy in the top-right corner. The New Policy form opens.
2. Complete the fields described in Table 1.
3. Click Create to save the policy, or click Cancel to discard it.

Figure 1. New Distribution Policy form

Table 1. New Distribution Policy fields

After you click Create, the policy opens on the Distribution Policies > DP-[ID] page, where you can add assignment rules. The Assignment Rules section shows No rules found until you add the first rule.

Figure 2. Newly created policy with empty Assignment Rules section

Step 2: Add Assignment Rules

Assignment rules define the conditions under which a document or task is assigned and the action Auditoria takes when those conditions are met. Rules within a policy are evaluated in the order they appear.

1. On the policy page, click Add Rule. The Add Rule dialog opens.
2. In Rule Description, enter a short, descriptive name that explains what the rule does.
3. Under When, define the conditions that trigger the rule:
   • Click Add Condition.
   • Select an Input Attribute from the dropdown. The list of available attributes depends on the SmartFlow type.
   • Select an Operator. Available operators depend on the selected attribute.
   • Enter or select one or more Values.
   • Click Add Condition again to add more conditions. Multiple conditions within a rule are evaluated with AND logic. Multiple values within a single condition are evaluated with OR logic.
4. Under Then, define the action taken when conditions match:
   • Select an Action (for example, Assign).
   • Select a Target (Team or User for Assign; Priority for Set).
   • Select a Value.
   • Click Add Action to add more actions.
5. Click Save to add the rule to the policy, or click Cancel to discard it.
6. Repeat steps 1–5 to add more rules.
7. Click Save on the policy page to persist all rule additions and edits.

Figure 3. Add Rule dialog

Important: Saving the rule in the Add Rule dialog adds it to the Assignment Rules list, but the policy itself is not persisted until you click Save on the policy page.

Tip: To create a default assignee for work that does not match any other rule, add a rule with no conditions at the end of the rule list.

For the complete When conditions and Then actions reference — including the different input attributes available for SmartCustomer and SmartVendor SmartFlows — see the Adding Assignment Rules to a Distribution Policy article.

Combined Document Rules and Task Rules

When AP Invoices and AP Helpdesk are both active in the same SmartFlow, the Assignment Rules section is divided into two sub-sections: Document Rules and Task Rules. Each sub-section maintains its own rule count and its own round-robin assignment mechanism.

• Single Add Rule button: The Add Rule button is shared by both sub-sections. When you click it, the Add Rule dialog opens with a radio selector at the top: Document (default) or Task. Select the rule type before entering any other details.
• Scoped attributes: The condition attributes and action fields available in the dialog are scoped to the selected rule type.
• Independent evaluation: Document Rules and Task Rules are evaluated independently. If an email creates both a document and a task, the document is evaluated against Document Rules and the task is evaluated against Task Rules. The two may be assigned to different users.
• Single-product SmartFlows: When only one product is active in the SmartFlow, only the applicable sub-section appears. SmartCustomer SmartFlows support Task Rules only.

Adjust Rule Order

Rules are evaluated in the order they appear in the Assignment Rules list. To reorder rules:

1. Open the distribution policy.
2. Use the up and down arrows in the Order column to reposition a rule.
3. Click Save on the policy page to persist the new order.

Note: Reordering rules changes evaluation priority only. Rule IDs do not change when the order changes.

Edit or Delete a Rule

• Edit a rule: Click the pencil icon in the rule row. Make your changes in the Add Rule dialog and click Save. Click Save on the policy page to persist the change.
• Delete a rule: Click the trash icon in the rule row and confirm the deletion. Click Save on the policy page to persist the change.

Activate or Deactivate a Policy

New policies are created in the Active state by default. To stop a policy from assigning work:

1. On the Distribution Policies page, locate the policy.
2. Click the Status toggle to set it to Inactive. Existing assignments are retained; no new assignments are made.

To re-enable the policy, click the toggle to set it back to Active.

Note: If the linked SmartFlow is stopped, the distribution policy is automatically deactivated and becomes read-only.

View the Policy Audit Log

Each distribution policy has its own audit log that records all changes made to the policy and its rules.

1. Open the distribution policy.
2. Click Audit Log in the top-right corner of the policy page. The policy-level audit log opens, pre-filtered to the current policy.

For a complete audit trail across all policies, see the Toolbar Actions article.