Intelligent Routing replaces the Initial Routing Matrix for supported clients. It is designed to help client administrators and business owners understand what is changing, what benefits to expect, and how to prepare for rollout

Intelligent Routing is the upgraded version of the Initial Routing for Non-PO Invoices.

Using configurable rules, supports Organization Structure, and provides better validation and visibility than the prior matrix.  

Clients that do not have Organization Structure still qualify for an upgrade to the new Intelligent Routing Feature. 

For those clients using Organization Structure, Intelligent Routing helps route documents accurately by considering your business hierarchy and validating whether the selected approver is active and allowed to access that document.

For more information on Organization Structure click here and for FAQs click here

What is changing

Historically, Initial Routing used a matrix-based setup to route invoices based mainly on Vendor and Location. That approach worked, but it had important limitations:

• It was hard-coded differently by client.

• It did not fully align with modern Organization Structure security.

• It generally ran only when a document was first imported.

• It offered limited visibility into which rule was applied.

The new Intelligent Routing upgrade introduces a rules-based model. Instead of maintaining a legacy matrix only, authorized users can manage routing logic in-app through a more modern interface.

In simple terms: instead of relying on a rigid table, Intelligent Routing allows DataServ to evaluate routing rules using the document’s data and your configured business structure.

What Intelligent Routing does

Intelligent Routing evaluates document data and applies the best matching rule to determine where a document should go first in workflow.

At a high level, each rule follows a familiar pattern:

• When: a document event occurs

• If: the document matches certain criteria

• Then: route the document to a specified user

Example:

• If Vendor = ACME Inc. and Entity = East Manufacturing, then Route To = Jane Smith.

   

  How rules are prioritized

The upgrade is designed to prefer more specific rules over broader ones. This helps ensure the most precise match is used.

Based on the documented requirements, routing logic follows these principles:

• More specific Organization Structure criteria take priority over less specific criteria.

• Lower levels of the hierarchy are more specific than higher levels.

• Vendor plus Organization Structure is more specific than Organization Structure alone.

  For Organization Structure, specificity generally moves in this order:

1. Location

2. Operating Unit

3. Entity

4. Region

   If two rules seem similar, the system is designed to favor the one with more detailed matching conditions.

How Organization Structure affects routing

For clients using the new Organization Structure model, Intelligent Routing can use your hierarchy as part of rule evaluation. This means routing can reflect how your business is actually organized.

Organization Structure may include:

• Region

• Entity

• Operating Unit

• Location

This matters because routing is no longer based only on a flat Vendor-to-Location mapping. It can now consider where a document belongs inside your business hierarchy.

Organization Structure labels can change over time, but routing is designed to rely on stable internal IDs. This helps preserve accuracy even if business names are updated later.

How user validation works

One of the biggest improvements in the new feature is validation of the routed user.

When a rule routes a document to a user, the platform can validate whether that user is still a valid target. Based on current project and rules documentation, validation includes checks such as:

• The user exists.

• The user is active.

• The user is not deleted.

• If Organization Structure is enabled, the user has access to the document’s Organization Structure.

If a routed user fails validation, the rule may be flagged or disabled, and administrators can review and correct it.

A rule that points to an inactive, deleted , or unauthorized user should not be considered reliable. Clients should periodically review routing rules, especially after user or org access changes.

When rules run

The legacy matrix typically applied routing once, at import. The upgraded feature is built to support routing on relevant document events as the feature evolves.

For the current rollout:

• Rules apply to new non-PO documents.

• The initial phase is not intended to retroactively update all existing records.

What is included in this upgrade

• A new in-app Intelligent Routing configuration experience

• Rule creation, editing, enabling, disabling, and deletion

• Duplicate checking during rule setup

• Validation of routed users

• Support for field localization and translated display names

• Change history and activity tracking capabilities

• A migration path for moving from legacy matrix records to rules

What is not included right now

Based on current project scope, the following items are outside this phase or planned for later:

• Full AI-generated or machine-learning-based routing

• A full redesign of downstream approval workflows

• Personal per-user Initial Routing rules

• A big-bang migration of every client at once

• Broad retroactive application of new rules to all existing documents

  Current planning notes also indicate that this phase is not introducing a full new security model for rule maintenance. In addition, users who can create or edit rules may be able to see the full Organization Structure tree in the rule setup experience, even if their own document access is narrower.

  What this means for existing clients

• The rollout is expected to be phased, not a single cutover for every client:

• New clients should receive this setup as part of QuickStart when applicable.

• Existing clients will be migrated over time.

• Tailoring and DataServ teams will support migration using a conversion approach where possible.

• Feature flags or client-level enablement will support staged adoption.

• For many clients, DataServ plans to automate a significant portion of the migration from the legacy matrix into the new rules model. The goal is to reduce manual effort while still allowing review of edge cases and client-specific logic.

  For existing clients, migration timeline and effort to Intelligent Routing may depend on whether Organization Structure has already been implemented, how your current routing matrix is configured, and whether custom client-specific logic exists today.

  Who should care about this feature

• Client administrators who maintain routing logic

• AP leaders who want more accurate first-pass routing

• Security-conscious teams who need routing to respect organizational access

• Clients adopting Organization Structure who want routing aligned to their business hierarchy

• Teams planning API or modernization work that depends on Organization Structure and more standardized configuration

  Benefits for clients

• More flexible routing logic than the legacy matrix

• Better alignment with Organization Structure

• Reduced risk of routing to inactive or unauthorized users

• Improved visibility into rule behavior and rule changes

• A more scalable foundation for future automation and intelligent recommendations

  What clients should prepare

  If your organization plans to adopt Intelligent Routing, it is helpful to be ready with the following:

  • Review your current Initial Routing Matrix and identify active business rules.

  • Confirm whether your Organization Structure is already implemented.

  • Validate that the users referenced in routing rules are active and appropriate.

  • Identify any custom routing behaviors that may need special review during migration.

  • Coordinate with your DataServ contact on migration timing and testing.

    Frequently asked questions

  • Does Intelligent Routing replace the Initial Routing Matrix?

    For supported clients, yes. The new experience is intended to replace the legacy Initial Routing Matrix over time, though rollout is expected to be staged rather than immediate for every client.

  • Will this automatically update all of our old invoices?

    No. Once your existing rules are ported or new rules are created, they will be applied to new Non-PO documents.

  • Do we need Organization Structure to use this feature?

    No, new Organization Structure is not needed.

    • What happens if a rule points to a user who should no longer receive documents?

    The system is designed to validate routed users. If a user is inactive, deleted, or lacks required Organization Structure access, the routing result can be flagged and the rule may need correction. If you discover rule(s) involving users that should not be routed documents, then you can swap out that user with another or choose to deactivate or delete the rule(s).

    • Will DataServ help migrate our existing routing setup?

    Yes. DataServ will support migration using automation where possible, combined with client review for edge cases and final validation.

    Next steps

    If you want to adopt the new Intelligent Routing feature or learn whether your client is eligible for migration, contact your DataServ representative or Support team. DataServ can help review your current routing setup, confirm Organization Structure readiness, and plan the transition path.