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When an invoice is marked Paid, clear it from queues and file it

The moment someone sets an invoice's status to Paid, it leaves every work queue and moves to the Paid folder — a Field Value Updated trigger and two actions in the right order. Reacts to the change itself, so there's no schedule to size and no reprocessing storm.

Catalog administratorsContent Central 7.8+20 minutesVerified 2026-09-05

Before you begin

  • The invoice document type has a status field (a drop-down field with a Paid choice works best)
  • A Paid folder exists in the catalog

When you're done, setting an invoice's status to Paid removes it from every work queue and moves it into the Paid folder within seconds — and the automation never touches the invoices that were already paid last year.

The planDocument type scope
  1. Trigger
    1. Content Field Values › Field Value Updated in this Document TypeField: Status · Field Evaluation: Selected Field Value(s) · Paid
  2. Actions, in this order
    1. Work Queue - RemoveWork-Queue Evaluation: All Users and Groups
    2. Content - Move to FolderFolder Path: …\Accounts Payable\Paid
  3. Rule
    1. "Status set to Paid → clear queues and file", enabled

Why a field-update trigger, not a scheduled query

You could build this as a Content Query that runs every few minutes looking for Status = Paid. Don't. That query matches every paid invoice in history on every run, and with a short Reprocess Matching Records After it re-clears and re-moves a million old documents each day until the query times out and nothing runs at all.

Field Value Updated is a Live trigger: it fires once, for the one document whose field just changed. Nothing to schedule, nothing to reprocess.

Build the trigger

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

  1. Type: Content Field Values in the first box and Field Value Updated in this Document Type in the second.

  1. Trigger Name: Status changed to Paid.

  1. Field: your status field. Field Evaluation: Selected Field Value(s), then pick or type Paid — a drop-down field shows its choices under Selected Choices:; a plain text field shows Field-Match Type: Equals and a Field Value: box.

  1. Leave User Evaluation: at All Users and Groups so it fires no matter who made the change.

  1. Click Save.

What you should see: a trigger with Event Live and the field name in its Details.

Build the actions

  1. Click the Actions card, then New Action.

  1. Type: Work Queue - Remove. Action Name: Remove from all work queues. Work-Queue Evaluation: All Users and Groups. Save.

  1. New Action again. Type: Content - Move to Folder. Action Name: File in Paid folder.

  1. Under Folder Path, drill into the catalog's folders with the Select a subfolder… picker (and Move Up to back out) until the path shown is your Paid folder. Save.

Wire the rule — order matters

  1. Click the Rules card, then New Rule. Rule Name: Status set to Paid → clear queues and file.

  1. Add Trigger: Status changed to Paid.

  1. Add Action: Remove from all work queues, then Add Action: File in Paid folder. Actions run top to bottom — clear the queues first, then move. Use the move up/down controls if they're reversed.

  1. Click Apply.

Test it

  1. Send one test invoice to your own work queue, then open its properties and set the status field to Paid.

  1. Check your Work Queue, then find the document and open View History.

What you should see: the item gone from your Work tab, the document now under the Paid folder, and history entries for both actions. If the invoice stays put, check that the value matches exactly — Paid and PAID are different values on a text field, which is why a drop-down field is the safer choice.

Variations

Want this insteadChange this
Also close out its approvalAdd Approval Process - Change Stage with Stage Change: Complete by Approval before the move — useful for the "paid but still in the approval queue" case
Only when AP staff mark it paidTrigger: User Evaluation: Selected Group(s) and pick the AP group
Fire on any status change, then branchOne trigger per status value, each with its own rule and folder
Email the vendor's contact when paidAdd Send E-mail with a template whose To is an insert code for the vendor email field
Stamp the paid date at the same timeAdd Content - Update Date Field with Today's Date (recipe)
React to a global field shared across typesSub-type Global-Field Value in DocType Updated in the System