Dynamic fields are placeholders you can use as the approver in a workflow step — in addition to individual users and teams. Candis resolves these placeholders at runtime and routes the invoice to the matching person or team. This reduces the number of workflows you need to create and maintain.
Prerequisites
Available for Max customers.
Applies only to workflows. Manual approvals (direct selection of the approver) and instant approvals do not support dynamic fields.
Applies only to invoices.
Available dynamic fields
You can select the following placeholders as the approver in a workflow step:
Cost center owner: The person or team assigned as responsible on the cost center.
Cost object owner: The person or team assigned as responsible on the cost object.
Invoice recipient: The person the invoice is assigned to.
Cost center and cost object owners
On each cost center and cost object, you can define the person or team that is responsible. As soon as an invoice is assigned to this cost center (or cost object) — whether selected manually or suggested by the AI — and the workflow uses the Cost center owner or Cost object owner placeholder as the approver, Candis routes the approval to this person or team at runtime.
Note: The Cost center or Cost object field must be filled out no later than in the previous workflow step so that Candis can resolve the placeholder in the following step. You can control this timing via the mandatory field configuration.
When resolution fails
If no owner is assigned to the selected cost center or cost object, the workflow pauses at this step. Candis shows a notice and asks the user to contact an administrator. Administrators can add the owner to the cost center or cost object directly from this view.
Invoice recipient
For the Invoice recipient placeholder, Candis introduces a new field in the invoice sidebar. Candis fills this field automatically from different sources — manual entries always override automatic values and will never be changed by the automations.
Priority order (highest to lowest):
Manual entry: A user enters the invoice recipient directly in the field.
Credit card transaction: If the invoice is linked to a credit card transaction, Candis uses the cardholder as the invoice recipient.
Purchase request: If the invoice is linked to a purchase request, Candis uses the person who created the purchase request.
Extracted from the invoice: Candis extracts the invoice recipient from the invoice data.
Upload: The user who uploaded the invoice is set as the invoice recipient.
As soon as the workflow starts and the Invoice recipient placeholder is assigned to a step, Candis routes the approval to the resolved person automatically.
Example
Many teams currently create separate workflows per cost center or department that differ only in the approver on the first step. With dynamic fields, a single workflow is enough:
Step 1: Invoice recipient (the requester checks the invoice for factual accuracy)
Step 2: Cost center owner (the budget owner approves against the budget)
Candis resolves both placeholders at runtime based on the invoice data. Instead of 20 workflows per department, you need one.
Limitations
Manual approvals and fast approvals: Dynamic fields are not available in these approval types.
Resolution fails: If a placeholder cannot be resolved (for example, no owner assigned to the cost center), the workflow pauses until an administrator completes the master data.
Dynamic fields only work in workflows used for invoice approvals.