When a document is uploaded or submitted, Dext checks all active approval workflows to find the best match. If more than one workflow could apply, the one with the most specific rule criteria takes priority.
How Dext determines priority
Dext evaluates specificity field by field, following the same order shown in the workflow setup screen:
Item type → Documents → Document owners → Properties → Units → Suppliers → Customers → Categories
At each field, Dext looks for the workflow that most closely matches the document. As soon as one workflow becomes a clear match for the field being checked, that workflow wins — and Dext stops checking the remaining fields.
Only one workflow applies to any document at a time.
Example
Consider 2 workflows:
Workflow A: Applies to all cost items, across all suppliers — approver is Bob.
Workflow B: Applies only to Flora's Florist and Karl's Koffee — approver is Anita.
If a document is from Flora's Florist:
Both workflows may match on earlier fields such as Item type.
At the Suppliers field, Workflow B is more specific.
Workflow B wins — Dext stops checking remaining fields and routes the document to Anita.
Tips for structuring workflows
Create a catch-all workflow to cover documents that don't match any other workflow criteria. This ensures new suppliers, categories, or projects are always routed for approval — even if a specific workflow hasn't been set up for them yet.
A workflow that matches on a higher-level field (such as Item type) can be overridden by a more specific match on a later field (such as Supplier) — but only if no earlier field already produced a clear winner.
For instructions on creating workflows, go to How to set up Costs and Sales approval workflows in Dext.