Before creating rules, it is important that you fully understand the implications of what you are automating. Automation is a powerful tool which can save you time and money, but only with careful consideration of what you automate.
You should carefully map out and plan your Automation rules before creating them within Brightpearl. Here are some useful points to consider:
- Are any of the conditions of this rule in conflict with one another?
- Will this rule conflict with another rule using the same conditions?
Warning: If the staff member who locks accounting periods creates an Automation rule, the rule will be able to act in locked periods. Be careful when creating rules that affect accounting!
Automation rules consist of four main components.
These are sales orders that the Automation app will monitor. When Automation sees the orders coming in or changing over time, it will apply the actions to the sales if they meet the conditions set.
Conditions are used to qualify the orders, allowing you to limit the changes you make to the specific scenarios that you choose. For example, you may wish to only apply actions to fully paid orders from your online sales channels. A sales order will need to meet all the conditions for the action or actions to be applied.
Actions are the changes you want to happen as a result of a sales orders meeting the conditions set. For example, fulfill the order and change the status of the order.
The schedule determines when you want Automation rules to be processed.
Please note: When creating Automation rules it is important that you review the conditions and actions you've set, both within the rule to ensure they will work as expected, and compared any other rules you've created. Automation will allow you to choose any conditions available and will not compare these conditions and actions with other rules to see if there are conflicts.
Creating an Automation rule
- Go to Settings > Brightpearl Apps > Automation
- Click Create new rule
- Enter a rule name - this name should describe what the rule is doing so that it's clear to other users
- Choose the trigger. The trigger determines which mechanism Automation will use for monitoring and acting on orders. Learn more about the triggers here.
If you do not see an option for "Triggers", "Sales Order" is used by default.
- Add the conditions the sales order will need to be meet for it to qualify for the rule. Ensure the conditions you choose are not in conflict with one another. See a list of all conditions here
- Add the actions Automation should carry out to orders that meet these conditions. See a list of all actions here
- Select when you want the rule to run, if using a schedule. If not using a schedule, select "Reactive".
- (Optional, but recommended) Update the order status if the Automation rule fails to run
- (Optional, but recommended) Check the box to 'include errors in order notes'. This will simplify troubleshooting later
- Save your new rule as a draft - do not activate the rule just yet!
- Review the conditions and actions of your other rules to ensure they are not in conflict with your new rule
- Review the position of your rule in your rules list - rules at the top of the list will always act first
- When you are happy with the new rule, activate it. You will be asked to confirm you understand the consequences of activating the rule
Please note that rules will only be applied to orders created after the rule is activated.
Once a rule has completed its actions against a sales order, you'll see a note in the "Notes and payment history" tab of the sales order:
It can also be viewed in the activity logs at Settings > Brightpearl apps > Automation: