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All rights reserved.",{},"/en/settings",{"description":874},"en/settings","WEQ4qT3y_0itGXSQasjrX3_o5unwpfXobFSFaaR_o98",{"id":1076,"title":258,"auth":21,"body":1077,"canonical":21,"description":1735,"extension":882,"icon":21,"image":21,"keywords":1736,"last_reviewed":1743,"last_updated":1744,"layout":1745,"listed":42,"meta":1746,"nav_column":21,"nav_tab":21,"navigation":595,"no_index":42,"path":259,"redirect":21,"schema_type":1748,"search_boost":21,"seo":1749,"seo_description":21,"seo_title":21,"show_chat":595,"stem":260,"translationKey":1750,"__hash__":1751},"product/en/5.docs/1.product/1.platform/7.advanced/1.workflow.md",{"type":871,"value":1078,"toc":1711},[1079,1084,1095,1102,1107,1128,1132,1135,1163,1169,1176,1180,1183,1188,1191,1205,1208,1214,1217,1293,1297,1304,1308,1311,1331,1342,1349,1353,1356,1369,1372,1376,1404,1410,1417,1421,1428,1431,1435,1438,1449,1453,1471,1474,1478,1518,1522,1547,1551,1569,1572,1586,1589,1593,1596,1600,1607,1613,1617,1620,1640,1644,1649,1652,1655,1666,1669,1672,1679,1691],[1080,1081,1083],"h1",{"id":1082},"set-up-a-workflow-automate-approval-processes","Set up a workflow, automate approval processes",[1085,1086,1087],"e-card",{},[1088,1089,1090,1094],"p",{},[1091,1092,1093],"strong",{},"In brief","\nWith the workflow engine you automate the approval process for incoming invoices and expense claims. You configure validations, task assignments and approval steps. Available as an add-on with an SLA subscription.",[1088,1096,1097,1098,1101],{},"With the eConnect workflow engine you automate the approval process for incoming invoices, expense claims and other documents. You configure rules that determine which checks are performed automatically and who needs to approve documents. The workflow functionality is available as an add-on with an SLA subscription (subscription and/or setup costs). The functionality is located under ",[1091,1099,1100],{},"Workflows"," in the customer environment; without a contract or subscription it is not present.",[1103,1104,1106],"h2",{"id":1105},"basic-workflow-vs-custom-workflow","Basic workflow vs. custom workflow",[1108,1109,1110,1117],"ul",{},[1111,1112,1113,1116],"li",{},[1091,1114,1115],{},"Basic workflow",": the conversion task on the platform. Emails on rejection of a PDF invoice come from this basic workflow.",[1111,1118,1119,1122,1123,1127],{},[1091,1120,1121],{},"Custom workflow",": built on request in the customer environment. Applies by default to all organisations in that environment. Organisation-specific routing is added via an extra step or condition that only checks that organisation (for example on ",[1124,1125,1126],"code",{},"document.extra.receiverId",").",[1103,1129,1131],{"id":1130},"workflow-structure","Workflow structure",[1088,1133,1134],{},"A workflow has:",[1108,1136,1137,1143,1148,1153],{},[1111,1138,1139,1140],{},"exactly ",[1091,1141,1142],{},"1 Initial/first step",[1111,1144,1145],{},[1091,1146,1147],{},"1 or more Intermediate steps",[1111,1149,1150],{},[1091,1151,1152],{},"1 or more Final steps",[1111,1154,1155,1156,1159,1160],{},"optionally: a ",[1091,1157,1158],{},"Method"," or a step ",[1091,1161,1162],{},"without an Actor",[1088,1164,1165,1166,1168],{},"A ",[1091,1167,1158],{}," (without an Actor) is used, for example, with purchase invoices to reset the download date. This means the document only goes to the software package after it has been approved and passes this step.",[1088,1170,1171,1172,1175],{},"In the ",[1091,1173,1174],{},"Next steps"," tab you choose which other steps the document may go to. Routing can be automated based on conditions, usually at the first step or a step without an actor.",[1103,1177,1179],{"id":1178},"how-does-the-workflow-work","How does the workflow work?",[1088,1181,1182],{},"A workflow consists of a series of steps that a document goes through as soon as it arrives. Each step can be an automatic validation (the system checks a condition) or a manual action (an employee must review the document).",[1184,1185,1187],"h3",{"id":1186},"automatic-validations","Automatic validations",[1088,1189,1190],{},"The workflow engine validates against UBL/XML fields known to the platform. Examples:",[1108,1192,1193,1196,1199,1202],{},[1111,1194,1195],{},"Is an order number present?",[1111,1197,1198],{},"Does the order number start with a specific prefix?",[1111,1200,1201],{},"Is the currency different from EUR?",[1111,1203,1204],{},"Has the document been recognised as a duplicate?",[1088,1206,1207],{},"Based on the outcome, tasks are assigned or the document is automatically forwarded.",[1088,1209,1210,1211,1127],{},"The field picker only shows platform XML fields. Raw UBL extensions from IDR are not included there, unless available elsewhere via functions or XPath. Operators and functions are possible, for example length or substring checks. For look-ups without a workflow change when a list is extended, use a data list lookup (",[1124,1212,1213],{},"dl:getFirstResult",[1088,1215,1216],{},"Common condition patterns:",[1218,1219,1220,1233],"table",{},[1221,1222,1223],"thead",{},[1224,1225,1226,1230],"tr",{},[1227,1228,1229],"th",{},"Purpose",[1227,1231,1232],{},"Example",[1234,1235,1236,1247,1257,1268,1283],"tbody",{},[1224,1237,1238,1242],{},[1239,1240,1241],"td",{},"Document recognised as duplicate",[1239,1243,1244],{},[1124,1245,1246],{},"document.extra.isDuplicate == true",[1224,1248,1249,1252],{},[1239,1250,1251],{},"Currency different from EUR",[1239,1253,1254],{},[1124,1255,1256],{},"document.DocumentCurrencyCode_ui6 != 'EUR'",[1224,1258,1259,1262],{},[1239,1260,1261],{},"Order number present and in range",[1239,1263,1264,1267],{},[1124,1265,1266],{},"document.OrderReference_ui7 != null"," and within your range",[1224,1269,1270,1273],{},[1239,1271,1272],{},"Supplier email missing or noreply",[1239,1274,1275,1276,1279,1280],{},"check for empty or contains ",[1124,1277,1278],{},"noreply"," / ",[1124,1281,1282],{},"no-reply",[1224,1284,1285,1288],{},[1239,1286,1287],{},"Organisation-specific routing",[1239,1289,1290],{},[1124,1291,1292],{},"document.extra.receiverId == \"\u003Corganisation-id>\"",[1184,1294,1296],{"id":1295},"task-assignment","Task assignment",[1088,1298,1299,1300,1303],{},"When a document cannot be approved automatically, a ",[1091,1301,1302],{},"task"," is created and assigned to a user, group or role. The assignment can be based on the validation result, for example: invoices above EUR 5,000 go to the financial director, invoices below EUR 5,000 go to the bookkeeper.",[1184,1305,1307],{"id":1306},"approval-and-rejection","Approval and rejection",[1088,1309,1310],{},"The employee who receives a task can:",[1108,1312,1313,1319,1325],{},[1111,1314,1315,1318],{},[1091,1316,1317],{},"Approve",": the document proceeds to the next step or receives the status \"Approved for payment\"",[1111,1320,1321,1324],{},[1091,1322,1323],{},"Reject",": the document receives the status \"Rejected\" and the workflow stops",[1111,1326,1327,1330],{},[1091,1328,1329],{},"Delegate",": the document is forwarded to a colleague (also in a partner environment)",[1088,1332,1333,1334,1337,1338,1341],{},"For tasks assigned to multiple people, you can configure whether ",[1091,1335,1336],{},"all"," people must act or whether it is sufficient if ",[1091,1339,1340],{},"one"," person approves.",[1088,1343,1344],{},[1345,1346],"img",{"alt":1347,"src":1348},"Purchase invoices for processing in the workflow","/platform/images/en-workflow-1.png",[1103,1350,1352],{"id":1351},"what-can-you-apply-a-workflow-to","What can you apply a workflow to?",[1088,1354,1355],{},"The workflow is available for:",[1108,1357,1358,1361,1364,1366],{},[1111,1359,1360],{},"Purchase invoices",[1111,1362,1363],{},"Draft sales invoices",[1111,1365,145],{},[1111,1367,1368],{},"Conversion tasks",[1088,1370,1371],{},"A workflow can start automatically when a document arrives, or be started manually from the Inbox.",[1103,1373,1375],{"id":1374},"setting-up-a-workflow","Setting up a workflow",[1377,1378,1379,1382,1388,1391,1398,1401],"ol",{},[1111,1380,1381],{},"Create a visual overview of the invoice flow and determine process steps and workflow elements.",[1111,1383,1384,1385,1387],{},"Create the workflow in the customer environment under ",[1091,1386,1100],{}," (subscription required).",[1111,1389,1390],{},"Determine tasks and transitions (Initial / Intermediate / Final / optional Method).",[1111,1392,1393,1394,1397],{},"Assign ",[1091,1395,1396],{},"executors",": users and/or groups. All assigned users see the task.",[1111,1399,1400],{},"Optionally create email templates.",[1111,1402,1403],{},"Add email-sending steps to the workflow.",[1088,1405,1406,1409],{},[1091,1407,1408],{},"Pilot first:"," always build and test the workflow in Pilot first; then set it up in production.",[1088,1411,1412,1413,1416],{},"An admin or manager can intervene in the workflow under ",[1091,1414,1415],{},"Administration"," (Workflow admin).",[1103,1418,1420],{"id":1419},"templates-and-data-lists","Templates and data lists",[1088,1422,1423,1424,1427],{},"The Templates menu item is used to create ",[1091,1425,1426],{},"data lists",". Data lists are used in the workflow for automatic approval or rejection, routing and mapping (for example EAN to cost centre). Invoice, conversion task and other standard templates cannot be customised by customers.",[1088,1429,1430],{},"Data lists are filled via CSV upload. Column names must exactly match the data list in the platform, the order must be the same, and there is a limit of a maximum of 5,000 rows. Save the CSV without UTF-8 formatting (ANSI/Windows-1252). A downloadable template is available via the \"Upload data\" tab.",[1103,1432,1434],{"id":1433},"notifications-and-email-templates","Notifications and email templates",[1088,1436,1437],{},"The workflow automatically sends email notifications at each step:",[1108,1439,1440,1443,1446],{},[1111,1441,1442],{},"To the employee who receives a task",[1111,1444,1445],{},"To the supplier or the internal contact person on approval or rejection",[1111,1447,1448],{},"To the administrator on escalations or exceptions",[1184,1450,1452],{"id":1451},"managing-email-templates","Managing email templates",[1088,1454,1455,1456,1459,1460,1463,1464,1467,1468,1470],{},"Menu: ",[1091,1457,1458],{},"Development"," > ",[1091,1461,1462],{},"Email templates",". You need rights to develop email templates (typically Professional subscription or higher). The list shows templates in the account and can be empty if there are no custom templates yet. Tabs: ",[1091,1465,1466],{},"Environment"," (account templates) and ",[1091,1469,7],{}," (platform templates from all channels).",[1088,1472,1473],{},"Workflow notifications and other platform emails use email templates. Variables differ per context. You link platform templates and your own templates in workflow notification or email-send steps.",[1184,1475,1477],{"id":1476},"new-email-template","New email template",[1377,1479,1480,1483,1486,1496,1502,1508],{},[1111,1481,1482],{},"Plus/New (bottom right or New button).",[1111,1484,1485],{},"Fill in subject and body; on save a pop-up with metadata appears.",[1111,1487,1488,1491,1492,1495],{},[1091,1489,1490],{},"Name"," and ",[1091,1493,1494],{},"Description",": internal label.",[1111,1497,1498,1501],{},[1091,1499,1500],{},"Context",": required and unique; determines when the template is selectable.",[1111,1503,1504,1507],{},[1091,1505,1506],{},"Channel",": the customer channel (for example eConnect or UWV).",[1111,1509,1510,1513,1514,1517],{},[1091,1511,1512],{},"Language",": the platform picks the English template when the email address is known and the language setting is English. Extra language variant via context menu ",[1091,1515,1516],{},"Create variant"," (translate content manually).",[1184,1519,1521],{"id":1520},"customise-a-platform-template-this-account-only","Customise a platform template (this account only)",[1377,1523,1524,1529,1532,1538,1544],{},[1111,1525,1526,1528],{},[1091,1527,7],{}," tab: all platform email templates from all channels.",[1111,1530,1531],{},"Find the template; via the three dots open a preview with the customer channel.",[1111,1533,1534,1537],{},[1091,1535,1536],{},"Copy to environment",".",[1111,1539,1540,1541,1543],{},"The template then appears under the ",[1091,1542,1466],{}," tab and is customised for this account only.",[1111,1545,1546],{},"The customised platform template is used immediately for the matching email.",[1184,1548,1550],{"id":1549},"placeholders-and-xpath","Placeholders and XPath",[1088,1552,1553,1554,1557,1558,1557,1561,1564,1565,1568],{},"Placeholders differ per context; not every placeholder is available everywhere. Examples: ",[1124,1555,1556],{},"[[params.INVOICEID]]",", ",[1124,1559,1560],{},"[[params.SENDER]]",[1124,1562,1563],{},"[[params.RECEIVER]]",". Available placeholders are often listed under ",[1091,1566,1567],{},"Properties"," of the (platform) template.",[1088,1570,1571],{},"For invoices you can also use XPath on XML, for example:",[1108,1573,1574,1580],{},[1111,1575,1576,1579],{},[1124,1577,1578],{},"[[document.xpath(//urn1:ID)]]"," = invoice number",[1111,1581,1582,1585],{},[1124,1583,1584],{},"[[document.xpath(//urn2:AccountingSupplierParty/urn2:Party/urn2:Contact/urn1:ElectronicMail)]]"," = sender contact email",[1088,1587,1588],{},"After creating or changing a template, link email-send steps in the workflow.",[1103,1590,1592],{"id":1591},"audit-log","Audit log",[1088,1594,1595],{},"Every step in the workflow is recorded in a complete audit log. You can always look back to see who approved what, when, and which validations were performed. This is essential for compliance and internal control.",[1103,1597,1599],{"id":1598},"administrative-role","Administrative role",[1088,1601,1602,1603,1606],{},"For managing workflows a special ",[1091,1604,1605],{},"administrative role"," is available. A user with this role can restart tasks, reassign them and override steps, without breaking the regular workflow.",[1088,1608,1609],{},[1345,1610],{"alt":1611,"src":1612},"Workflow management with all workflows and their status","/platform/images/en-workflow-2.png",[1184,1614,1616],{"id":1615},"reporting-and-insight","Reporting and insight",[1088,1618,1619],{},"The Workflow Engine provides insight via the Timeline per document and the admin overview:",[1108,1621,1622,1628,1634],{},[1111,1623,1624,1627],{},[1091,1625,1626],{},"Step history per document",": open an invoice and view the Timeline to see which workflow steps have been completed. As Workflow Admin you can also view all executed steps via the \"All executed steps\" tab.",[1111,1629,1630,1633],{},[1091,1631,1632],{},"Rejected documents",": as Workflow Admin you can filter on completed documents with status \"Rejected\" via \"All instances\". Prerequisite: give your steps clear descriptions so it is recognisable in the overview which step rejected the invoice.",[1111,1635,1636,1639],{},[1091,1637,1638],{},"Granularity",": if a step checks multiple criteria simultaneously, it is not visible which specific criterion caused the rejection. Split validation steps into one criterion per step for maximum insight.",[1184,1641,1643],{"id":1642},"common-issues","Common issues",[1088,1645,1646],{},[1091,1647,1648],{},"\"The Workflow instance is already executing\"",[1088,1650,1651],{},"This error message appears when a workflow action is triggered twice, for example by double-clicking the approve button.",[1088,1653,1654],{},"Solution as Workflow Admin:",[1377,1656,1657,1660,1663],{},[1111,1658,1659],{},"Find the relevant instance via \"All instances\"",[1111,1661,1662],{},"Resubmit the workflow",[1111,1664,1665],{},"Move the document to the next step (for example the download step)",[1088,1667,1668],{},"For error messages in outgoing workflows, as admin you can resume the task via the resume option after correction. A cancelled task remains at the same status.",[1670,1671],"hr",{},[1088,1673,1674,1675,1537],{},"Want to know how tasks work in practice? Read ",[1676,1677,1678],"a",{"href":287},"Tasks on the platform",[1680,1681,1688],"e-button",{"className":1682,"color":1684,"target":1685,"to":1686,"variant":1687},[1683],"mt-4","accent","_blank","https://platform.econnect.eu","solid",[1088,1689,1690],{},"Set up a workflow",[1692,1693,1694],"docs-related",{},[1108,1695,1696,1701,1706],{},[1111,1697,1698],{},[1676,1699,1700],{"href":287},"Tasks on the platform, assign and handle",[1111,1702,1703],{},[1676,1704,1705],{"href":205},"Invoice statuses explained",[1111,1707,1708],{},[1676,1709,1710],{"href":52},"Subscriptions on the eConnect platform",{"title":874,"searchDepth":875,"depth":875,"links":1712},[1713,1714,1715,1721,1722,1723,1724,1730,1731],{"id":1105,"depth":875,"text":1106},{"id":1130,"depth":875,"text":1131},{"id":1178,"depth":875,"text":1179,"children":1716},[1717,1719,1720],{"id":1186,"depth":1718,"text":1187},3,{"id":1295,"depth":1718,"text":1296},{"id":1306,"depth":1718,"text":1307},{"id":1351,"depth":875,"text":1352},{"id":1374,"depth":875,"text":1375},{"id":1419,"depth":875,"text":1420},{"id":1433,"depth":875,"text":1434,"children":1725},[1726,1727,1728,1729],{"id":1451,"depth":1718,"text":1452},{"id":1476,"depth":1718,"text":1477},{"id":1520,"depth":1718,"text":1521},{"id":1549,"depth":1718,"text":1550},{"id":1591,"depth":875,"text":1592},{"id":1598,"depth":875,"text":1599,"children":1732},[1733,1734],{"id":1615,"depth":1718,"text":1616},{"id":1642,"depth":1718,"text":1643},"The workflow engine explained: validations, task assignment and approval processes.",[1737,1738,1739,1740,1741,1742],"eConnect workflow","eConnect approval setup","invoice approval automation","eConnect approval process","workflow engine eConnect","eConnect invoice validation automatic","2026-07-22","2026-07-24","docs",{"og_image":1747},"/images/og/docs.png","Article",{"title":258,"description":1735},"platform/geavanceerd/workflow","6NiYlptmAi7iFTBsLEnEYR6jkQl9FVAEwQD4XOJcZ4Y",[1753,1758,1763,1767,1772,1777,1781,1785,1790],{"id":1754,"path":1755,"stem":1756,"title":1757},"home/cs/index.md","/cs","cs/index","Domů",{"id":1759,"path":1760,"stem":1761,"title":1762},"home/de/index.md","/de","de/index","Home",{"id":1764,"path":1765,"stem":1766,"title":1762},"home/en/index.md","/en","en/index",{"id":1768,"path":1769,"stem":1770,"title":1771},"home/es/index.md","/es","es/index","Inicio",{"id":1773,"path":1774,"stem":1775,"title":1776},"home/fr/index.md","/fr","fr/index","Accueil",{"id":1778,"path":1779,"stem":1780,"title":1762},"home/it/index.md","/it","it/index",{"id":1782,"path":1783,"stem":1784,"title":1762},"home/nl/index.md","/nl","nl/index",{"id":1786,"path":1787,"stem":1788,"title":1789},"home/pl/index.md","/pl","pl/index","Strona główna",{"id":1791,"path":1792,"stem":1793,"title":1794},"home/sk/index.md","/sk","sk/index","Domov",[1796,1805,1812,1820,1828,1836,1844,1853,1860,1867,1874,1882,1889,1896,1912,1919,1924,1930,1936,1942,1948,1955,1961,1968,1976,1982,1990,1997,2005,2010,2015,2022,2028,2035,2043,2051,2058,2064,2073,2079,2085,2091,2097,2103,2110,2117,2121,2125,2132,2136,2142,2148,2153,2158,2164,2170,2181,2189,2197,2204,2210,2215,2226,2232,2237,2243,2248,2254,2260,2268,2274,2280,2287,2293,2299,2303,2310,2315,2321,2329,2333,2340,2346,2351,2356,2361,2367,2372,2378,2385,2390,2400,2406,2412,2418,2424,2431,2437,2443,2449,2456,2466,2472,2478,2483,2490,2495,2500,2504,2507,2511,2515,2519,2523,2526,2530,2535,2539,2543,2548,2554,2560,2566,2572,2578,2584,2590,2596,2602,2608,2614,2620,2626,2630,2636,2640],{"id":1797,"path":1798,"stem":1799,"title":1800,"description":1801,"icon":1802,"image":21,"columns":21,"tabs":21,"nav_column":21,"nav_tab":1803,"external_url":21,"navigation":595,"redirect":1804},"sections/en/1.solutions/20.sector-wholesale-distribution.md","/en/solutions/sector-wholesale-distribution","en/1.solutions/20.sector-wholesale-distribution","Wholesale and distribution","E-invoicing and invoice processing for wholesale and distribution. Multi-format support, Peppol connectivity and international routing.","box","industries","/en/industries/wholesale-and-distribution",{"id":1806,"path":1807,"stem":1808,"title":1809,"description":1810,"icon":256,"image":21,"columns":21,"tabs":21,"nav_column":21,"nav_tab":1803,"external_url":21,"navigation":595,"redirect":1811},"sections/en/1.solutions/23.sector-manufacturing.md","/en/solutions/sector-manufacturing","en/1.solutions/23.sector-manufacturing","Manufacturing","E-invoicing and invoice processing for manufacturing and industry. Multi-format support, international routing and automated processing.","/en/industries/manufacturing",{"id":1813,"path":1814,"stem":1815,"title":1816,"description":1817,"icon":1818,"image":21,"columns":21,"tabs":21,"nav_column":21,"nav_tab":1803,"external_url":21,"navigation":595,"redirect":1819},"sections/en/1.solutions/24.sector-retail-ecommerce.md","/en/solutions/sector-retail-ecommerce","en/1.solutions/24.sector-retail-ecommerce","Retail and e-commerce","E-invoicing and invoice processing for retail and e-commerce. High volumes of incoming invoices, Peppol for business suppliers.","shopping-cart","/en/industries/retail-and-ecommerce",{"id":1821,"path":1822,"stem":1823,"title":1824,"description":1825,"icon":1826,"image":21,"columns":21,"tabs":21,"nav_column":21,"nav_tab":1803,"external_url":21,"navigation":595,"redirect":1827},"sections/en/1.solutions/25.sector-business-services.md","/en/solutions/sector-business-services","en/1.solutions/25.sector-business-services","Business services","E-invoicing for business service providers. 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