Distribution Policy List

Written by Uday Kumar Updated September 21, 2026 11:14

Who this is for. SuperAdmins. Access. Requires the TEAM_MANAGEMENT permission and the feature enabled for the tenant. See the Roles and Access Reference.

The screen lists the tenant’s distribution policies, one row per policy. A policy decides who gets which work. Without one, tasks are raised but never assigned, which shows up on Home as a rising Unassigned count.

Open the distribution policy list

Hover Administration in the left navigation rail.
Select Automatic Task and Document Distribution.

The entry appears only for roles with the Team Management permission, on a tenant that has team management enabled.

Document distribution is turned on for each agent, not for the tenant as a whole. A SuperAdmin sets it on the agent, and the setting decides whether this area appears and what it is called. See Turn On Document Distribution.

The distribution policy list, showing the Doc Rules and Task Rules pills and the Distributed Documents column

Figure 1. The distribution policy list, with the rule pills and the distributed counts.

Page controls and filters

Distribution Policies with a count, Add Distribution Policy, and Clear All Filters. The list opens with a status filter of Active already applied, which is why Clear All Filters is available from the start. Select it to bring inactive policies into the list. The footer carries Rows per page, the range and total, and paging controls.

Because the list opens filtered, a policy you created and did not activate is invisible until you clear the filter. That is the usual explanation for “the policy I made has disappeared”.

Policy list columns

Ten columns describe each policy where document distribution is enabled, and nine where it is not, beginning with its identity: a reference such as DP-9, a name, and a free-text description that may read [N/A].

Table 1. Policy list columns

Column	What it holds
Policy ID	The reference, for example DP-9.
Policy Name	The policy’s name.
Policy Description	Free text, or [N/A].
SmartFlow Skill	The AI Agent the policy applies to, written as [skill] - [source] - [mailbox]. Sources split into entities (Workday organizations, Oracle Fusion business units) add a fourth segment. [N/A] means the AI Agent behind the policy no longer exists.
Policy Rules	How many assignment rules the policy holds, as colored pills. A SmartCustomer agent shows a Task Rules pill only. A SmartVendor agent can show a Doc Rules pill as well.
Distributed Tasks	How many tasks the policy has assigned so far.
Distributed Documents	How many documents it has assigned. Present only where AP invoice auto-assignment is enabled.
Created / Modified	When the policy was created and last changed.
Status	Whether the policy is active.

Distributed task and document counts

Both count columns are links once they are above zero. A dash means the policy has assigned none of that kind of work.

Selecting a Distributed Documents count opens a breakdown rather than a list, so you can see the shape before you go anywhere.

Table 2. The distributed documents breakdown

Row	What it counts
Active Document	Still open for review.
Written to SOR	Already written to your ERP.
Dismissed	Dismissed documents.

These three match the tabs of the AP Invoices documents list, so the number you select and the list you land on always agree. Selecting one opens that list filtered to this policy.

Troubleshoot from the list

You can spot a broken policy without opening it. Certain row patterns are diagnostic, and each has a specific fix.

Table 3. What the columns tell you

Pattern	Means	Fix
Distributed Tasks zero on an active policy	It has rules but nothing matches, or it was only just created.	Open it and check the assignment rules.
Policy Rules shows no pill	The policy has no rules. Creating it was only half the job.	Add assignment rules.
SmartFlow Skill reads [N/A]	The AI Agent behind it no longer exists.	Retarget or delete the policy.
Status inactive	It distributes nothing while inactive.	Activate it, or leave it if that is intended.

An AI Agent can carry only one policy. If the agent you want is not offered when creating a new policy, it already has one. Edit that rather than creating another.