Creating Brightpearl Automation rules

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 this is only achieved with careful consideration of what you automate.

We advise you to 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?

Components

Automation rules consist of four main components:

Orders

Orders are the sales orders that the Automation app will monitor. When it sees the orders coming in or changing over time it will apply the actions if they meet the conditions set. Sales orders can also be the target for actions.

Conditions 

Conditions are used to qualify the orders, allowing you 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

Actions are the changes you want to happen as a result of a sales orders meeting the conditions set. For example, fulfil the order and change the status of the order.

Schedule

The schedule determines how 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 to also compare them with 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

  1. Go to Settings > Brightpearl Apps > Automation
  2. Click Create new rule
  3. Enter a rule name - this name should describe what the rule is doing so that it's clear to other users

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  1. Add the conditions the sales order will need to be meet for it to qualify. Ensure the conditions you choose are not in conflict with one another

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  1. Add the actions Automation should carry out to orders that meet these conditions

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  1. Select when you want the rule to run, or leave this as 'use default schedule' if you want the rule to run as soon as possible after the conditions are satisfied

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  1. We recommend setting a status to apply if the rule fails
  2. We also recommend selecting the checkbox to 'include errors in order notes'. This will simplify troubleshooting later
  3. Save your new rule as a draft - do not activate the rule just yet!
  4. Review the conditions and actions of your other rules to ensure they are not in conflict with your new rule
  5. When you are happy with the new rule, activate it! You will be asked to confirm you understand the consequences of activating the rule

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Please note that rules will only be applied to orders created after the rule is activated.

Completed rules

Once a rule has completed its actions against a sales order, this can be seen in the 'Notes and payment history' tab of the sales order:

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It can also be viewed in the activity logs at Settings > Brightpearl apps  > Automation:

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