Why create rules from existing documents?
With just a few clicks you can ensure that future, similar documents activate your workflow, appoint approvers, and automatically perform a number of relevant actions.
When you create a rule from an existing document, the rule will automatically be filled out with the details of the existing document. This way you not only avoid having to type the details manually, but you also avoid errors since rule is created from the existing document.
How do I create a rule from an existing document?
Click the three dots in the upper right corner of the existing document from your dashboard, and select Create Workflow rule from the dropdown. This will automatically open the rule creation window:
Here you can see how the rule looks (see next paragraph), and you are free to edit the rule if you wish. Lastly, click on Save and activate rule at the bottom of the window:
The rule is now active and will be activated by future documents that meet the rule's criteria.
How does a rule created from an existing document look?
Let's use the following document as example:
The rule created from this document will look like this:
- The existing document's vendor name is inserted as the rule's name.
- The existing document's amount, currency and vendor name are inserted as the rule's criteria.
- You are inserted as the rule's approver.
- The existing document's category, department and note are inserted as automatic actions.
Can I edit a rule created from an existing document?
Yes, you can edit this type of rule like any other rule. The only difference between this rule and other rules you've created manually in Workflow is in how the rule is created.