Assign invoice tenant (multi-entity routing)

Route incoming payables from a shared import mailbox to the correct child workspace before matching and approval, so one inbox can serve a group of legal entities.

1. Add and configure Assign invoice tenant

1. Open Workflow Configuration for Payables on the tenant that receives imports (often the parent or shared inbox tenant).
2. Add Assign invoice tenant early in the flow, typically after extraction and before matching or entity-specific approval.
3. Add rules top to bottom; processing stops at the first match.

For each rule, choose:

Then set Target tenant to the workspace where the invoice should be processed.

Patterns · One pattern per line. Use * and ? wildcards; backslash escapes literals. Example company patterns: Acme*, Example GmbH. Country patterns: DE, AT, CH.

Drag rules by the handle to reorder. Users who edit the node must have access to every target tenant listed; otherwise the step is locked until an admin updates it.

2. What happens when a rule matches

When an imported invoice hits this step:

1. Cortena evaluates rules in order.
2. On the first match, the invoice is assigned to the target tenant for the rest of processing (matching, workflow, export).
3. If no rule matches, the invoice stays on the import tenant. Add a catch-all rule or a Condition on Invoice tenant for exceptions.

Invoices already on a child tenant are not moved backward by this step unless your flow explicitly routes them again.

3. Typical multi-entity inbox layout

Import (parent mailbox)
  → Assign invoice tenant
  → Condition (optional: Invoice tenant / document type)
  → Review / Approval (per-entity workflow on child)
  → Export to accounting

Use Invoice tenant in Condition branches when different entities need different paths after routing.

Tips and limitations

• Payables workflows only. This node is not available on receivable or expense graphs.
• Extraction uses the import mailbox tenant; routing rules are loaded from the effective workflow definition (parent when workflow inheritance is enabled).
• Target tenants must be workspaces your publishing user can access.
• For tag-based routing after entity assignment, combine with Assign invoice tags and Invoice tags conditions.

Quick reference