How to use fallback workflows

Fallback workflows are only activated by documents that don't meet the criteria of other workflows. Read more here.

Mads avatar
Written by Mads
Updated over a week ago

What is a fallback workflow?

If a workflow has been marked as fallback workflow, it can only be activated by documents that do not match the criteria of any other workflows. In other words, marking a workflow as fallback workflow ensures that it will only be activated if no other workflows are activated. If just one other workflow is activated, the fallback workflow will not be activated.

What can I use a fallback workflow for?

A fallback workflow can help you ensure that all documents are approved in compliance with your company's fundamental approval protocols. Even if you have created multiple more specific workflows, e.g. to handle documents from a given vendor, or documents above a specified amount, a document may be added that does not match the criteria of these workflows. When this happens, a fallback workflow makes sure that the document will still require approval according to your company's standards.

How do I create a fallback workflow?

To create a fallback workflow, simply navigate to Tools > Workflows and enable the following setting under the Settings tab on the workflow you want to use as fallback workflow:

The workflow above, for instance, will make sure that all bills will require the approval of Carl Lebowitz and then all coworkers with the administrator role if one of these bills does not activate any other workflow.

Can I mark multiple workflows as fallback workflows?

Yes! If you have created multiple fallback workflows, these workflows will all be activated by documents that match the criteria of the fallback workflows but do not activate any other workflows.

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