This guide provides detailed instructions on how to create and manage automations directly in the automation management screen.
Only administrators with the "Manage automations" permission can access this menu.
Exploring the Automation Management Screen
You can view the list of automations in [Expense Management] → [Manage Automations] in the left menu at the bottom.
All policies that were previously added as expense policies can be found in the automation management list.
Clicking on an automation in the list displays its name/description, status, publish date/time, and publisher information.
The detail screen shows a preview of the content of the selected automation.
Clicking the three-dot button in the upper right lets you stop a published automation or view its publish history in detail. Clicking on past history lets you see the past automation configuration.
Clicking the pencil icon on the right side of the automation detail screen lets you edit that automation.
If you re-publish after editing, you must enter an automation version name to distinguish versions in the publish history. The version name you enter is only visible in the publish history and does not change the original automation name.
Clicking [Automation Drafts] in the upper right of [Manage Automations] lets you view the list of draft automations that have never been published.
Clicking a draft automation and then clicking [Publish] in the upper right immediately publishes the automation policy.
Clicking the three dots to the right of a draft automation in the list and then clicking [Delete draft] deletes the automation draft.
Deleted automation drafts cannot be restored.
Creating a New Automation
Clicking the [+ Add Automation] button in the upper right opens the automation builder (editor) screen.
The automation builder (editor) screen is divided into 3 main areas:
Canvas: Create the automation using blocks for start trigger, start condition, and rules (conditions + actions).
Information panel (right side of screen): Enter the automation name and description. The entered automation description is visible to members in the [Expense Policy] menu.
Top bar: The [Save] button and [Publish] button are in the upper right. Clicking Save temporarily saves the automation; clicking Publish immediately publishes it.
Start — Start Trigger (Required)
This area determines when the automation will run and who it applies to.
Clicking the dropdown lets you select the event (trigger) that starts the automation.
Start trigger | Meaning | Start condition | Available actions |
When a receipt is submitted | The moment a member finishes writing a receipt and clicks the [Submit] button | Purpose, user (member/organization/work policy), requested amount, payment method, total amount, transaction date/time (day of week/time/date) | Flag for review, add required fields, require expense report |
Start — Start Condition (Optional)
The start condition plays a filtering role that determines "who/in what cases" to apply this automation to. This is a different concept from the "Conditions" in the Rules area below.
Start condition: Determines the scope of automation application (e.g., applies only to lunch expenses)
Rule conditions: Determines whether a violation has occurred within that scope (e.g., whether the amount exceeds 15,000 KRW)
Below the start trigger, there is a [+ Add condition] button. This is a filter that pre-narrows the target the automation applies to.
For example, with the start trigger set to "When a receipt is submitted," if you add Purpose = Lunch to the start condition → the automation only runs when a receipt with a "Lunch" purpose is submitted.
Leaving the start condition empty → the automation runs for all receipt submissions.
Rule — Conditions (Required)
"If the following conditions are met, the action is executed."
Below the Start area, there is a Rule block connected with a down arrow (↓). In this area, set what to check (conditions) and what action to perform based on the check result (actions).
Clicking the [Select a condition] dropdown lets you select what to check. You can add multiple conditions with the [+ Add condition] button.
Added conditions can be set to AND or OR. If set to AND, all conditions must be satisfied for the automation to run. If set to OR, the automation runs if any one of the conditions is met.
Available condition fields are as follows:
Condition field | Sub-field | Description | Operator examples |
Purpose | — | Purpose of the receipt | Is one of / Is not |
Payment method | — | Type of payment method | Is one of / Is not |
Total amount | Total amount | Total amount on the receipt (including VAT) | At least (≥), at most (≤), in range/out of range |
Total amount / number of users | Per-person amount dividing total by number of users | At least (≥), at most (≤), in range/out of range | |
Requested amount | Total amount | Comparison based on the receipt's requested amount | At least (≥), at most (≤), in range/out of range |
Total amount / number of users | Per-person amount dividing requested amount by number of users | At least (≥), at most (≤), in range/out of range | |
Transaction date/time | Day of week | Day of week the transaction occurred (Mon–Sun) | Is one of |
Time | Time the payment was made | Before, after | |
Date | Date the payment was made | Before, after | |
User | Member | The member who used the expense | At least one matches / All match / None match |
Organization | Organization the user belongs to | At least one matches | |
Work policy | Work status on the day of the transaction | Is one of / Is not |
Practical example: To check "if a lunch expense exceeds 15,000 KRW per person"
→ Start condition: Purpose = Lunch
→ Rule condition: Requested amount: amount per user → 15,000 KRW or more
Add these two conditions this way.
Rule — Condition-Based Actions (Advanced Feature)
ℹ️ Enabling condition-based actions creates multiple condition groups, and you can set separate actions for each group.
Clicking the [Condition-based actions] button in the upper right of the condition area lets you assign different actions for each condition group within a single automation.
For example, in a "Late-night meal" automation:
Condition group A: Organization = Sales team AND amount ≥ 30,000 KRW → Action: Flag for review
Condition group B: Organization ≠ Sales team AND amount ≥ 15,000 KRW → Action: Flag for review
This way, even for the same purpose, you can manage different limit criteria by department in a single automation.
Rule — Action (Required)
Clicking the [Select an action] dropdown lets you select the action the system will perform when the condition is met.
Action type | How it works | Member experience | Administrator experience |
Flag receipt for review | Shows a warning popup but allows submission | "Do you want to submit while maintaining the violation?" popup | Red "Review Required" mark displayed |
Add required fields | Blocks submission if required information is missing | "Required fields have been added" notification | Only complete receipts are received |
Require expense report | Normal submission, then guides expense report writing | [Write] button displayed in red | Expense report status shown as "Not submitted" |
Rule — Additional Settings Per Action Type
When you select an action type, additional input fields appear depending on the type.
Add required fields: Choose which fields to make required.
Memo
Attachment
Users (e.g., attendees)
Payment request date (applies only to tax invoices and cash receipts)
Reference document
Require expense report: Choose which expense report form to recommend.
If the form linked in the expense report form recommendation is "hidden" or "deleted," the recommendation will not work. Please manage forms carefully.
Saving and Publishing the Automation
⚠️ Since the automation name and description are visible to members, it is recommended to write the violation criteria specifically.
Good example: "Lunch expenses are limited to 15,000 KRW per person. Exceeding this will flag the receipt for review."
Bad example: "Lunch policy"
Once automation creation is complete, enter the [Automation Name] and [Automation Description] on the right. The automation description can be up to 1,500 characters.
Practical Scenario-Based Automation Configuration Examples
Example 1: Flexible warning when lunch expense exceeds 15,000 KRW per person
Field | Setting value |
Automation name | Lunch expense per-person limit warning |
Start trigger | When a receipt is submitted |
Start condition | Purpose = Lunch |
Rule condition | Requested amount > amount per user ≥ 15,000 KRW |
Rule action | Flag receipt for review |
Example 2: Required attendee entry for entertainment expenses
Field | Setting value |
Automation name | Entertainment expense required attendee entry |
Start trigger | When a receipt is submitted |
Start condition | Purpose = Entertainment |
Rule condition | (No conditions — applies to all entertainment expenses) |
Rule action | Add required fields → Users, Memo |
Example 3: Business travel expense work policy mismatch warning
Field | Setting value |
Automation name | Business travel expense work policy mismatch warning |
Start trigger | When a receipt is submitted |
Start condition | Purpose = Business travel |
Rule condition | User > Work policy ≠ Business trip |
Rule action | Flag receipt for review |
Example 4: Differentiated late-night meal limits by department (condition-based actions)
Field | Setting value |
Automation name | Late-night meal department-specific limit warning |
Start trigger | When a receipt is submitted |
Start condition | Purpose = Late-night meal |
Group A condition | Organization = Sales team AND per user ≥ 30,000 KRW |
Group A action | Flag receipt for review |
Group B condition | Organization ≠ Sales team AND per user ≥ 15,000 KRW |
Group B action | Flag receipt for review |
Example 5: Requiring an expense report for payments of 500,000 KRW or more
Field | Setting value |
Automation name | Mandatory expense report for large payments |
Start trigger | When a receipt is submitted |
Start condition | (None — applies to all purposes) |
Rule condition | Requested amount ≥ 500,000 KRW |
Rule action | Require expense report |
FAQ
What is the difference between the start condition and the rule's conditions?
What is the difference between the start condition and the rule's conditions?
The start condition is a filter that narrows down "which receipts to apply this automation to." The rule's conditions are the criteria for determining "when a violation has occurred" within that scope.
For example, to check a lunch expense amount limit:
Start condition: Purpose = Lunch (only lunch receipts are targeted)
Rule condition: Amount per person ≥ 15,000 KRW (judges whether the limit is exceeded)
What happens if I add multiple conditions to a single automation?
What happens if I add multiple conditions to a single automation?
Conditions work in an AND (and) relationship by default. All must be satisfied for the action to trigger. If you want "trigger if any one is satisfied," you must create separate automations for each.
Can I set multiple automations for a single purpose?
Can I set multiple automations for a single purpose?
Yes! In the previous expense policy, only one policy could be linked to a specific purpose, but in automation management, you can create 2 or more automations for the same purpose. For example, you can set both an "amount limit warning" automation and an "attachment required" automation for lunch expenses.
How do I edit a published automation?
How do I edit a published automation?
Entering the builder (editor) from the automation detail screen lets you edit the latest content. Clicking [Publish] after editing creates a new version that is immediately applied. Just clicking [Save] temporarily saves it and the existing published version continues to run.
Can I delete an automation?
Can I delete an automation?
Only automations in the Drafts (automations that have never been published) can be deleted. Automations that have been published even once cannot be deleted to preserve audit history; instead, you can stop their execution by ending publication.
If I edit an automation, does it also apply to previously submitted receipts?
If I edit an automation, does it also apply to previously submitted receipts?
No. When automation rules are changed, the new rules apply to receipts submitted after the change. Previous receipts retain the rules that were in effect at the time of submission. To apply new rules to existing receipts, the submission confirmation for those receipts must be canceled and resubmitted.
How does the work policy condition work?
How does the work policy condition work?
It checks the work policy registered for that member on the day of the receipt's transaction date. For example, if a receipt paid on February 9 has a purpose of "Business travel" but the work policy on February 9 is not "Business trip," the condition is met and the configured action is triggered.
Can multiple automations apply to a single receipt simultaneously?
Can multiple automations apply to a single receipt simultaneously?
Yes. All published automations are checked simultaneously. If a single receipt meets the conditions of multiple automations, each automation's action is applied in full. For example, a receipt may be flagged for review due to exceeding the amount limit, while also meeting the "attachment required" condition at the same time.