Actions
Actions are tasks that are triggered by notices or created manually. They represent specific work that needs to be done to resolve an issue on a document.
How Actions Relate to Notices
Some notices automatically create actions when they appear. For example:
- An Unknown Vendor notice creates a Match Vendor or Create Vendor action.
- A Banking Info Changed notice creates an Acknowledge Banking Change action.
- An Attachment Processing Failed notice creates a Retry Processing action.
Not every notice creates an action. Some notices (like Duplicate Invoice) are resolved by your decision alone -- no separate task is needed.
Action Types
| Action Type | Description | Requires Approval? |
|---|---|---|
| Create Vendor | Create a new vendor record in the system | Configurable |
| Match Vendor | Link an invoice to an existing vendor in the directory | No |
| Reclassify Document | Change the document classification (e.g., invoice vs credit memo) | No |
| Acknowledge Banking Change | Verify and accept updated banking information for a vendor | Configurable |
| Flag for Fraud Review | Mark a document for security review by your compliance team | No |
| Retry Processing | Re-attempt document processing after a failure | No |
Actions marked as "Configurable" may or may not require approval depending on your organization's settings. Your administrator controls which actions go through the approval workflow.
Action Statuses
Every action moves through a lifecycle of statuses:
| Status | Meaning |
|---|---|
| Pending | The action has been created and is waiting to be completed or sent for approval. |
| Approved | The action was sent for approval and has been approved. It will be executed. |
| Rejected | The action was sent for approval and was rejected. It will not be executed. |
| Completed | The action has been successfully executed. |
| Failed | The action was attempted but failed. Review the error and retry or take an alternative approach. |
Approving and Rejecting Actions
Actions that require approval follow the same workflow as invoice approvals. Approvers receive the action in their approval queue and can approve or reject it with optional comments.
For example, a Create Vendor action might require a manager's approval before the new vendor record is created. The approver reviews the vendor details and either approves or rejects the creation.
See Approving and Rejecting for step-by-step instructions on how the approval process works.
Viewing Actions
You can see all actions in the Notices & Actions section of the platform. Actions are listed with their type, status, associated document, and creation date.
You can also see actions tied to a specific invoice on the invoice detail page, alongside the notices that triggered them.
Learn More
- Understanding Notices -- Overview of all notice types and how they work.
- Approving and Rejecting -- How the approval workflow works for actions and invoices.