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Alert the AP manager when invoices sit in the Coding Queue too long

An hourly check that emails the AP manager when any invoice has waited in the Coding Queue longer than two days — a Coding-Queue Age trigger and a Send E-mail action — so uncoded documents can't quietly pile up.

Catalog administratorsContent Central 7.8+15 minutesVerified 2026-09-05

Before you begin

  • A Workflow Access email template for the alert (see Customize notification message templates)

When you're done, an invoice that has waited in the Coding Queue for more than two days sends the AP manager an email, once a day per invoice, until someone codes it.

The planDocument type scope
  1. Trigger
    1. Coding-Queue Age › Age of Document-Type Content in the Coding QueueAge: 2 Days · Process Interval: Every Hour · Reprocess Matching Records After: 1 Days
  2. Action
    1. Send E-mailMessage Template: "Invoice waiting to be coded" (Email, Workflow Access)
  3. Rule
    1. "Coding Queue item older than 2 days → email AP manager", enabled

The Coding Queue is where captured documents wait for a person to fill in their fields. Nothing downstream — approval, routing, notifications — happens until they're committed, which is exactly why a stalled queue is invisible until someone looks.

Build the trigger

  1. Go to Administration > Catalogs & Document Types, pick the Catalog and the invoice Document Type, click the Workflow tile, then Triggers > New Trigger.

  1. Type: Coding-Queue Age and Age of Document-Type Content in the Coding Queue. Trigger Name: Invoice in Coding Queue over 2 days.

  1. Set the age to 2 Days. (The age controls on queue-age triggers follow the same pattern as the other age types: a number, a unit, and the schedule below.)

  1. Process Interval: Every Hour. Process Start: On First Interval. Reprocess Matching Records After: 1 Days.

  1. Click Save.

Note

This sub-type sees Coding Queue items that are already assigned to this document type. Items that arrived with no type yet aren't covered; for those, build the same trigger at the global scope under Administration > Workflow with sub-type Age of All Content in the Coding Queue.

Build the action

  1. Click Actions > New Action. Type: Send E-mail. Action Name: Email AP manager — item waiting to be coded.

  1. Pick the template under Message Template: (its To is the AP manager; its body names the document with insert codes). Content Attachment: Do Not Attach. Save.

Wire the rule

  1. Click Rules > New Rule. Rule Name: Coding Queue item older than 2 days → email AP manager.

  1. Add Trigger: Invoice in Coding Queue over 2 days. Add Action: Email AP manager — item waiting to be coded. Apply.

Test it

  1. Capture one invoice and leave it uncoded in the Coding Queue. To test without waiting two days, temporarily set the age to 5 Minutes and Process Interval to Every 5 Minutes, then restore.

  1. After the interval, check the AP manager's inbox.

What you should see: one email naming the waiting document. It should not repeat within the reprocess window. Once the item is coded and committed, it stops matching.

Variations

Want this insteadChange this
Alert when the queue holds more than N items regardless of ageTrigger Queue Items › Coding-Queue Items in this Document Type, Minimum Items in the Coding Queue:
Same alarm for the Approval or Work queuesTrigger types Approval Processes › Age of Stage (recipe) or Work-Queue Age › Age of Document-Type Content in the Work Queue
Alert when documents stop arriving at allAlert when the scanner or hot folder goes quiet
Whole system, not one typeGlobal scope: Administration > Workflow, sub-type Age of All Content in the Coding Queue
Fill in fields automatically instead of waiting for a personCoding Queue - Perform Field Lookup and Coding Queue - Update Field actions on a Coding-Queue Arrival trigger