Automatic rules (triggers, events, conditions and actions)

Automatic rules (triggers)

This tool is designed to relieve you of routine tasks and automate work processes. With its help, the system will be able to independently perform actions in response to certain events.

The principle of operation is very simple and is based on the logic of " If an event occurred under a certain condition, That perform an action."

Basic concepts

1. Event — this is what triggers the rule. For example: creating a new document, updating the order status, deleting an invoice.
2. Condition — is a specific criterion that must be met. For example, the event will only trigger if the document type is "Customer Order" and its status is "New".
3. Action (Command) — this is what the system should do automatically. For example: send a letter to a client, create a task for a manager, send an SMS

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Step-by-step instructions: Creating an automatic rule

Let's use a practical example to create a rule that will automatically send a letter to the customer as soon as his order gets the status "New".

Step 1: Create a new rule

Go to the "Automatic Rules" section.

You will see a list of existing rules. To create a new one, click on the plus icon ( + ).

Step 2: Select an event

The system will prompt you to select an event that will trigger the rule. Since we want to track the status change of an existing order, we select "Document: Update".

Step 3: Basic settings

You will be taken to the trigger editing page. Here, in the block "Basic settings", you can give your rule a descriptive name to easily find it in the list. For example, "Notify customer about new order".

Step 4: Setting up the condition

This is the most important step, where we set the logic for the trigger.

1. Expand the block "Condition".
2. We want the rule to only work for customer orders. Add the first condition:
   • Field: Document type
   • Operator: equals
   • Meaning: Buyer's order
3. Now let's add a second condition to track the status. Click "Add" again:
   • Field: Status
   • Operator: equals
   • Meaning: New

Logical operator "AND" means that the rule will only work if both the conditions will be met simultaneously.
Once all the settings are complete, scroll down the page and click the Save button.

Step 5: Adding an action (command)

Now let's define what the system should do when the conditions are met.

1. Expand the block "Team".
2. Click on the plus icon ( + ) to add a new action.
3. From the drop-down list, select "Send a letter".

Step 6: Customizing the Email Template

After selecting the action, a form for setting up the letter will open.

1. Sender's name And Sender's email: Specify on whose behalf the letter will be sent.
2. Recipient's name And Recipient's email: Variables are used here. The system will automatically insert the contact person and email from the counterparty card associated with the document.
   • {Контрагент: Контактное лицо} — recipient's name.
   • {Контрагент: Эл. почта} — recipient's email.
3. Select template language. You can send letters in different languages, depending on the language of the received order.
4. Subject of the letter: Write a title, for example, "Your order no.{Документ: Номер} accepted for work."
5. Contents of the letter: Write the text that the customer will receive. You can also use variables for personalization (e.g.{Контрагент: Наименование} to contact the client).

Congratulations! You have successfully created your first automatic rule. Now, as soon as any customer order is changed and receives the "New" status, the system will instantly send the client the letter you configured. Experiment with different events, conditions and actions to automate your business processes as much as possible.

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