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User Coding Rules​

Go to: ExFlow Setup - Overview --> ExFlow User Coding Rules

If an approver should be able to do coding changes of the invoice line in ExFlow Web, ExFlow User Coding Rules can be used to decide/restrict what values he/she can select.

Administrators can create User Coding Rules for individual or groups of users. The coding rule must be applied to the ExFlow User by referring to the ID.

Each visible column in ExFlow Web can be modified. Choose if the approver should be able to select all "All", none "Empty", or a filter of values "Text Range".

The "User Coding Rule" in the example below allows the approver to change the value of column "Department" to "SALES".

General
ID:ID numbers are assigned to the coding rule in the order they are created. This has no effect on prioritization
Name:Descriptive name for the rule
Active:If the rule is active or not

ExFlow User Coding Rule Card

When the User Coding Rule is created, go to the ExFlow User Card, and apply the Coding Rule ID on the selected user for the specific company. An ExFlow user can only have one User Coding Rule set per company.

Limitation​

When configuring ExFlow User Coding Rules, you can use the Text Range (Filter Text) setting to restrict the values that a user is allowed to enter when coding invoices in ExFlow Web. This is useful for enforcing that users only select approved values during the approval process.

The Text Range filter is enforced in ExFlow Web for the following field types:

  • Dimension values — Users will only be able to select dimension values that match the filter defined in the coding rule.

The Text Range filter is not enforced in ExFlow Web for the following fields:

  • Description
  • Description 2
  • PER.DATE (Deferral Start Date)

These are free-text and date fields where ExFlow Web does not validate user input against the coding rule filter. This means that even if a Text Range is configured for these fields in the coding rule, users will still be able to enter any value when coding invoices on the web.

Documents coded with values outside the intended filter range for these fields will still pass validation and can be approved and posted. The posted purchase invoice will contain the values entered by the user, regardless of the Text Range restriction set in the coding rule.