Apply a closed catalog of tags to payables using an Assign invoice tags workflow step. Cortena picks matching labels (or records that none fit) and shows the result on invoice detail and in list filters.
1. Configure the catalog
- Open Workflow Configuration → add Assign invoice tags.
- For each tag row, set:
- Label · Short name shown on the invoice (e.g.
Capex). - Instruction · Plain-language rule the AI uses to decide if the tag applies (what to look for on the PDF or extracted fields).
- Label · Short name shown on the invoice (e.g.
- Add or remove rows with Add tag / Remove.
- Publish the workflow.
When the invoice reaches this step, Cortena evaluates the catalog and stores assigned tags plus a reason (visible in a tooltip).
2. On invoice detail
After the step runs:
- Assigned tags appear as badges above the line items (or in the header tag area, depending on layout).
- If no catalog tag fits, a No tags badge appears. Hover for the reason (e.g. nothing matched the Capex instruction).
- Tags are not free-form user labels; they come only from published workflow catalogs on paths that ran Assign invoice tags.
3. Payables list filter
On the payables workspace:
- Open filters → Tags.
- Select one or more catalog labels to narrow the list.
- Choose No tags to find invoices where the assign step ran but none matched (
none_matched).
Deep links and dashboard counts use the same tag parameters as the filter bar.
4. Branch with Invoice tags condition
After Assign invoice tags, add a Condition step:
| Operator | Use when |
|---|---|
| Tag contains | Invoice has a specific catalog label |
| None matched | Assign step ran but no label applied |
| Not run | Assign step has not executed yet on this path |
Example: Assign invoice tags → Condition (Invoice tags / None matched) → manual review vs auto-continue.
See also Workflow configuration for the condition builder.
Tips and limitations
- Instructions should be specific (amount thresholds, keywords, supplier types). Vague rules increase No tags outcomes.
- Changing the catalog requires publish; reprocess or re-run workflow on open invoices if you need new tags retroactively.
- Invoice tags condition values are the catalog labels from Assign invoice tags, not arbitrary strings.
- For entity routing before tagging, use Assign invoice tenant first.
Quick reference
| Task | Where |
|---|---|
| Define catalog | Workflow Configuration → Assign invoice tags |
| See result | Payable detail → tag badges / No tags |
| Filter list | Payables → Tags (includes No tags) |
| Branch workflow | Condition → Invoice tags |
| None matched path | Condition operator None matched |