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Version: Current

Troubleshooting: DOA Dataset Changes Not Reflecting in Approval Routing

Problem​

You have edited a Delegation of Authority (DOA) dataset (Settings > Datasets), changing limits or assigned approvers, but new documents submitted for approval are still being routed based on the old dataset rules.

Common Causes​

  1. Changes Not Saved: Modifications made to the DOA dataset rows were not saved correctly (e.g., navigated away before saving completed, encountered an error during save).
  2. Incorrect Dataset Edited: You edited a different DOA dataset than the one actually being used by the relevant Automation Sentence.
  3. Sentence Configuration: The "Get approval from DOA" action in the Sentence might be pointing to the wrong dataset or have overriding configurations.
  4. Caching Issues: System caching (either in the Automation service or potentially the dataset service) might be temporarily holding onto the old dataset version.
  5. Incorrect Document Coding: The document being submitted has coding that matches a different row in the (updated) DOA dataset than you expect, leading to the old routing path still being selected based on the new data.

Troubleshooting Steps​

  1. Verify Dataset Changes Saved:
    • Go back to Settings > Datasets.
    • Open the specific DOA dataset you intended to edit.
    • Verify that your changes (updated limits, different users/groups on specific rows) are present and correct. Re-edit and Save if necessary.
  2. Verify Sentence Configuration:
    • Identify the Sentence responsible for initiating the DOA approval flow (Settings > Automations).
    • Edit the Sentence and find the "Get approval from DOA" action.
    • Confirm that the Dataset selected in the action configuration is the exact dataset you edited in Step 1. Correct if necessary and Save the Sentence.
  3. Check Document Coding:
    • Open a newly submitted document that is routing incorrectly.
    • Carefully check the coding (dimensions like Department, Account, Location, Project) on the transaction lines.
    • Compare this coding against the rows in the updated DOA dataset. Which row does the document's coding actually match based on the current dataset rules? Does this explain the routing? Correct document coding if it's wrong.
  4. Wait and Retry: Allow 5-10 minutes for potential caching to clear after saving dataset or Sentence changes. Submit a new test document and see if it routes correctly now.
  5. Test Specific Row: Submit a new test document coded specifically to match the exact row you modified in the DOA dataset. Does this specific document route correctly according to the updated rule?

Need Help?​

If DOA changes are still not reflecting in new approval routes after verifying the dataset, Sentence configuration, and document coding, contact Zudello support. Provide:

  • The name or UUID of the DOA Dataset that was edited.
  • Screenshots of the specific rows that were changed.
  • The name or UUID of the Sentence using the DOA dataset.
  • The Document UUID of a new transaction submitted after the changes were saved, which still routed incorrectly.
  • Details of the expected vs. actual approver assigned.