Brightpearl Automation app FAQs & Troubleshooting

Can I see what Automation has done?

Yes! Within the Settings > Brightpearl Apps > Automation screen, select the 'View log' button to the top-right. Select this button to view a log of all activity from the last 30 days. You can filter by Order ID, or by a specific rule, or by status (pending, completed, completed with errors).

By default, all 'Completed' and 'Completed with errors' logs will be displayed. 'Completed' in this context means that an order fulfils the conditions of a rule. 'Completed with errors' means that all of the conditions of the rule were satisfied for a particular order, but that for some reason not all of the actions were successfully carried out. Click the 'details' link to view more information about why an automation rule failed.

If you're seeing errors due to normal circumstances, for example trying to invoice an order which has already been invoiced, then you can add a condition to the rule to exclude that scenario (invoiced = no), ensuring you only see errors which are worthy of further investigation.

If you want to view orders which are visible to Automation, but have not yet been processed due to the schedule they are on, change the status column filter to include 'Pending' logs.

When will Automation run?

Automation will first run as soon as the order is created in Brightpearl. Thereafter, the order will be checked every 30 minutes for the first 24 hours. If the order doesn't yet meet all of the rule conditions, Automation will continue to check for changes but will reduce the frequency to every 12 hours for the next 29 days. If there are still no changes it will check the order every 24 hours for the next 5 months. Once an order is over six months old, Automation will stop checking that order for changes.

If the conditions of a rule are met, each rule may only act on a single sales order once. If that order meets the same conditions at a later point, the actions of that rule will not be re-applied (this is to prevent 'infinite loops' where two or more rules may act continuously on an order forever!).

What happens if the sales order meets the criteria of more than one rule?

The Automation app will apply each rule in the order they appear on screen, it won't attempt to apply them all in one go. This means that the order will be processed by the first rule and only then attempt to run the next rule. You can change the priority of your Automation rules by clicking and dragging the rule up and down the Settings > Brightpearl apps > Automation page.

Scheduled rules work in the same way so, if you have scheduled rules to act at the same time, the first on the list will run first, followed by any subsequent rules also scheduled for the same time, in their respective order.

How many rules can I create?

You are able to create up to 60 rules per Brightpearl account. Please contact support to discuss alternatives if this isn't sufficient for your needs.

Order status isn't being updated as I've specified, why is that?

Brightpearl already has the ability to update the order status following certain actions, such as Invoicing. You can find them in Settings > Sales > Sales Workflows. If you wish to use the Automation app to automate the assigning of status with more granularity, we recommend you disable any affected actions in the Sales Workflows settings to avoid any conflicts.

Why wasn't my order processed by Automation?

Was the order created before the Automation rule was activated (or re-activated)? The 'Active from' column within the Automation settings will show you when it was activated. Only orders created after the rule will be processed by Automation.

Was the time between the order being added and it meeting the conditions of the rule more than 6 months after the order was created?

I've just created a new order but Automation hasn't processed it yet

When a new order is started manually, the order exists as soon as the new order is opened, even if no changes have been made and it has not been saved. During this time, whilst the order is being created, Automation is able to recognize it as a new order and begins watching it. This means that the initial check on the order sees it doesn't yet meet the rule conditions and will check again in 30 minutes.

How will I know Automation has run?

When Automation processes an order, a note is added to the Order notes and history section. Alternatively, navigate to the Automation > Brightpearl apps > Automation settings screen, and select 'View log'. From this screen you can filter for a rule and/or a sales order to view any activity including any errors. By default, this view is filtered to exclude 'Pending' orders, which are orders that are waiting to be processed. If you're wondering if an order is waiting to be processed, select the status column filter and click 'Pending'.

What happens if Automation can’t complete the task?

If, for any reason, Automation was not able to successfully complete an action, it will be shown as an error on the rules pages at Settings > Brightpearl Apps > Automation.

Will Automation update older orders?

Automation will only process orders created after the rule is activated.

Can I make Automation process old orders?

No, Automation will only process orders created after the rule has been activated. There is no way to manually trigger Automation to read a historical order.

Can I use chained rules?

Yes, if you want one rule to run after another then Automation will handle that just fine. You will need to ensure your next rule has the conditions left by the actions of the previous rule. Each rule will be applied when Automation does it's next review in 30 minutes time.

 

Further reading

Brightpearl Automation app

Installing and configuring the Brightpearl Automation app

Creating Brightpearl Automation rules

Brightpearl Automation app rule conditions

Brightpearl Automation app actions

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