How to create workflows

This guide helps you create and edit workflows with Corpay One workflow tool.

Mads avatar
Written by Mads
Updated over a week ago

Workflows can only be set up in Corpay Ohe's web app, but they work across all platforms.

What is Workflow?

Workflow gives you and your coworkers the option to automate an endless number of actions in Corpay One - like appointing approvers, categorizing documents, opting out of vendor payments when relevant, and much more.

You are free to compose and program exactly the actions you prefer, and you can create as many workflows as you like.

All workflows are based on the IFTTT principle (If This, Then That). This means that a workflow consists of two basic components: triggers and actions.

  • Triggers are the criteria by which documents can trigger a workflow

  • Actions are the what a workflow actually does to documents when it is activated

How do I create a workflow?

Here we will create a simple workflow to show the basic principles of workflows. With these in mind, you will become capable of creating much more complex workflows that can perform much more complex actions in Corpay One.

1. Create new workflow

Navigate to Advanced > Workflow in the side menu to the left, and click on Create new workflow in the upper right corner:

2. Start from scratch or use template

You must now choose if you wish to create the workflow from scratch or use a template. In this example we will start from scratch:

3. Select workflow type

You must then choose whether you wish to create a workflow for documents (invoices, receipts, etc.), for account statement transactions, or for emails sent to your company's Send & Scan address. In this example we wish to create a workflow for documents (the following steps, however, are the same for all three workflow types):

4. The workflow tool

You will now be taken to the workflow tool. This is where the actual workflow setup happens:

5. Select triggers and actions

Every workflow consists of at least one trigger and one action.

You can find all triggers and actions in the overview to the left where they are organized in themes. Click on a theme to see all options in it. To use a trigger or an action in a workflow, simply click + on the desired trigger or action (or drag-and-drop it to the area in the center of the screen).

In this example we want to appoint a coworker to approve documents with a certain total amount. Therefore, we select the trigger Document details > Bill amount and the action Approval > Require approval for our workflow:

When all desired triggers and actions have been selected, we most specify both of them further:

In the trigger we specify that the bill amount must be greater than $1,000:

In the action we select the coworker Carl Lebowitz as approver:

To sum up, this workflow has the effect that the coworker Carl Lebowitz must approve all invoices* submitted to Corpay One that have a total amount of more than $1,000, before they are synced to your ERP and potentially paid.

* If you want a workflow to also apply to receipts, you must actively define this in the workflow trigger with the trigger Document details > Type. If no document type has been specified for a workflow, it will only apply to invoices and credit notes submitted to Corpay One.

6. Save and activate workflow

When you have selected the desired triggers and actions, click the Save and activate button at the bottom of the workflow tool. If you haven't given the workflow a name, you will be asked to do so before being able to save the workflow. You will be notified about this in the validation tab to the right:

We choose the name "Total amount above $1,000" for this workflow so that we can easily recognize it when it becomes activated by documents in the future.

We finish by clicking Save and activate.

💡 Pro tip: test your workflow!

Before saving a workflow, you can test if it works as intended by clicking Test and review to the left of the Save and activate button. This will show you all existing documents in Corpay One that would trigger this workflow. This gives you an impression of what it takes for a document to trigger the workflow in the future:

7. Done!

That's it! The workflow has now been saved and will be triggered by all future documents that match the defined trigger. You can now view the workflow in the workflow overview together with all other workflows in the company:

Other workflow options

The four icons on the right side of a workflow in the workflow overview gives you a number of extra options:

  • Edit: Click to open the workflow in the workflow tool.

  • Copy workflow: Click to create a duplicate of the workflow.

  • Deactivate/activate workflow: A workflow can only be triggered by new documents when it is activated (i.e. the ⏸ symbol is shown). Deactivating a workflow will not remove it from documents where it is already active.

  • Delete: Click to delete the workflow.

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