How keyword rules work

What keywords match against

A keyword rule scans all text on the invoice: header, supplier name, body, line descriptions, and footer. The match is case-insensitive and finds the trigger text anywhere in that content. There is no option to restrict matching to a specific section of the invoice (for example, line descriptions only).

Keywords vs first-approval rules

These two rule types work together rather than independently:

A keyword rule reads invoice text and sets a field on the document (for example, Project = Alpha).
A first-approval rule reads a field value and routes the document to a group (for example, when Project = Alpha, send to the Alpha approvers group).

The typical chain is: keyword sets the field, first-approval rule acts on it. The document is also correctly coded as a result — not just routed, but tagged with the right value.

Scaling with auto-create keywords

When a dimension in your ERP has many values with stable codes — projects, cost centers, business units — manually creating one keyword per value is impractical. The auto-create keywords feature on dynamic dimensions generates all keyword rules automatically from your ERP data. Enabling it on the Project dimension, for example, creates one rule per project, matching the project code and applying the project value.

Applying keywords to existing documents

Adding a new keyword rule does not automatically re-code documents already in the flow. To apply the new rule to those documents, use the Re-extract admin action on each document. This re-runs the full capture and rule engine, including your new keyword.