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This guide shows how to apply different validation rules based on document characteristics. For example, invoices from certain vendors might require additional approval fields, or documents above a threshold might need extra verification.

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The Goal

Apply conditional validation:
  • High-value invoices (over $10,000) require manager approval field
  • International vendors require additional tax documentation fields
  • Rush orders skip certain optional validations

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What You’ll Create

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Step 1: Create Feature Types

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Invoice Value Tier

# kodexa-resources/knowledge-feature-types/invoice-value-tier.yaml
slug: invoice-value-tier
name: Invoice Value Tier
description: Categorization of invoices by total value

options:
  - name: tier
    type: string
    label: Value Tier
    description: The value tier (standard, high, critical)
    required: true

extendedOptions:
  - name: thresholdMin
    type: number
    label: Minimum Threshold
  - name: thresholdMax
    type: number
    label: Maximum Threshold

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Vendor Location

# kodexa-resources/knowledge-feature-types/vendor-location.yaml
slug: vendor-location
name: Vendor Location
description: Geographic classification of vendor

options:
  - name: locationType
    type: string
    label: Location Type
    description: domestic or international
    required: true

extendedOptions:
  - name: country
    type: string
    label: Country
  - name: region
    type: string
    label: Region

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Processing Priority

# kodexa-resources/knowledge-feature-types/processing-priority.yaml
slug: processing-priority
name: Processing Priority
description: Processing priority level

options:
  - name: priority
    type: string
    label: Priority
    description: standard, expedited, rush
    required: true

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Step 2: Create the Validation Item Type

# kodexa-resources/knowledge-item-types/validation-rule.yaml
slug: validation-rule
name: Validation Rule
description: Define validation requirements for extracted data

options:
  - name: ruleType
    type: select
    label: Rule Type
    required: true
    options:
      - value: require-field
        label: Require Field
      - value: skip-field
        label: Skip Field Validation
      - value: require-value-range
        label: Require Value in Range
      - value: require-approval
        label: Require Approval

  - name: targetField
    type: string
    label: Target Field
    description: The taxon path this rule applies to
    required: true

  - name: condition
    type: string
    label: Condition Expression
    description: Optional condition for when rule applies

  - name: errorMessage
    type: string
    label: Error Message
    description: Message shown when validation fails

  - name: severity
    type: select
    label: Severity
    options:
      - value: error
        label: Error (blocks processing)
      - value: warning
        label: Warning (allows override)
      - value: info
        label: Info (notification only)
    default: error

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Step 3: Create Knowledge Items

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High-Value Invoice Rules

# Require manager approval for high-value invoices
title: Require Manager Approval
description: High-value invoices must have manager approval
knowledgeItemType: validation-rule
active: true
properties:
  ruleType: require-approval
  targetField: "approval/manager_signature"
  errorMessage: "Invoices over $10,000 require manager approval"
  severity: error

# Require cost center for high-value invoices
title: Require Cost Center
description: High-value invoices must specify cost center
knowledgeItemType: validation-rule
active: true
properties:
  ruleType: require-field
  targetField: "accounting/cost_center"
  errorMessage: "Cost center is required for invoices over $10,000"
  severity: error

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International Vendor Rules

# Require tax documentation for international vendors
title: Require International Tax Documentation
description: International vendors require W-8BEN or equivalent
knowledgeItemType: validation-rule
active: true
properties:
  ruleType: require-field
  targetField: "vendor/tax_documentation_type"
  errorMessage: "International vendors require tax documentation (W-8BEN, W-8BEN-E, etc.)"
  severity: error

# Require wire transfer details for international
title: Require Wire Transfer Details
description: International payments require wire transfer information
knowledgeItemType: validation-rule
active: true
properties:
  ruleType: require-field
  targetField: "payment/wire_transfer_info"
  errorMessage: "Wire transfer details required for international vendors"
  severity: warning

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Rush Order Rules

# Skip optional fields for rush orders
title: Skip Optional Field Validation
description: Rush orders can skip optional documentation
knowledgeItemType: validation-rule
active: true
properties:
  ruleType: skip-field
  targetField: "documentation/supporting_quotes"
  condition: "processing.priority == 'rush'"
  severity: info

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Step 4: Create Knowledge Sets

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High-Value Invoice Set

name: High-Value Invoice Validation
description: Additional validation for invoices over $10,000
status: ACTIVE

features:
  - featureTypeSlug: invoice-value-tier
    properties:
      tier: "high"

items:
  - itemSlug: require-manager-approval
  - itemSlug: require-cost-center

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International Vendor Set

name: International Vendor Validation
description: Validation rules for international vendors
status: ACTIVE

features:
  - featureTypeSlug: vendor-location
    properties:
      locationType: "international"

items:
  - itemSlug: require-international-tax-documentation
  - itemSlug: require-wire-transfer-details

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Rush Order Set

name: Rush Order Processing
description: Relaxed validation for rush orders
status: ACTIVE

features:
  - featureTypeSlug: processing-priority
    properties:
      priority: "rush"

items:
  - itemSlug: skip-optional-field-validation

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Combining Multiple Features

Knowledge Sets can require multiple features. For example, high-value international invoices might need extra scrutiny: 
name: High-Value International Invoice Validation
description: Enhanced validation for high-value international invoices
status: ACTIVE

# Both features must be present
features:
  - featureTypeSlug: invoice-value-tier
    properties:
      tier: "high"
  - featureTypeSlug: vendor-location
    properties:
      locationType: "international"

items:
  - itemSlug: require-manager-approval
  - itemSlug: require-international-tax-documentation
  - itemSlug: require-compliance-review  # Additional item for this combination

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How Validation Works at Runtime

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Viewing Validation Results

When validation rules are applied:
  1. Passed validations - Document proceeds to next step
  2. Failed validations (error) - Document is flagged with exceptions
  3. Failed validations (warning) - Document can proceed with manual override
  4. Informational - Notifications logged but processing continues
View applied knowledge and validation results in:
  • Document details panel
  • Exceptions list
  • Workflow search (filter by validation status)

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Best Practices

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1. Use Appropriate Severity Levels

  • Error: Critical business rules that must be met
  • Warning: Important but can be overridden with justification
  • Info: Nice-to-have or informational checks

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2. Write Clear Error Messages

# Good
errorMessage: "Invoices over $10,000 require manager approval. Please upload signed approval form."

# Too vague
errorMessage: "Validation failed"

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3. Document Your Rules

Use the description field to explain the business reason: 
title: Require Tax Documentation
description: |
  IRS requires W-8BEN or W-8BEN-E for payments to non-US vendors.
  This ensures compliance with tax withholding requirements.
  Reference: IRS Publication 515

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4. Test with Pending Review Status

Create Knowledge Sets with status: PENDING_REVIEW first to test without affecting production: 
name: New Validation Rule (Testing)
status: PENDING_REVIEW  # Won't apply until activated

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Next Steps