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Rules & Alerts

Create powerful document workflow functionality using Rules & Alerts. Customize your buyer360 environment by editing how requests are processed into orders, add rules to control the purchases made and more.

Rules & Alerts are built up of four components including Document HandlersRulesAlerts and Approval Chains

 

Document Handlers

Document handlers form part of the workflow for processes in buyer360. They define the rules that are applied to a document type, such as a requisition or invoice. Rules control what happens when a document is raised and can be combined to produce a particular outcome in the workflow. For example, an invoice document might include a rule that checks a value threshold that could trigger an approval process which is defined in an approval chain.

Creating a Document Handler

  1. Go to the settings page by selecting Settings from the top right menu.
  2. Select Rules & Alerts from the left hand menu.
  3. Click the green New button on the Document Handlers page.
  4. Enter the document handler Name and select the document Type.
  5. Click Save.

If you have already created Document Rules, you can assign them to the Document Handler by editing it, to do this, click the Document Handler's name.

 

Document Rules

Creating a Document Rule

  1. Go to the settings page by selecting Settings from the top right menu.
  2. Select Rules & Alerts from the left hand menu.
  3. Click the View Rules button at the top of the page.
  4. Click the green New button on the Document Rules page.
  5. Enter the document Rule Name and select the document Type.
  6. Click Save.

Using the Rule Builder

  1. Click the Handler Name of the relevant Document Rule on the Document Rules page.
  2. Use the Rule Builder to develop your desired effect by adding Rules, and selecting the options available.
  3. Click Save.

An example of a simple Document Rule:Rule_Builder.jpg

This configuration is for a Request Document Type. It's effect would update the Request Status of any new requests submitted with a Document Total Value (Request Value inc. Tax) of under 100 units of your default currency. The Action is only triggered when all other rules in the rule group are true, so more conditions could be added.

 

Approval Chains

An approval chain is a process that forms part of a rule within document handling workflows that determines who and/or what action results in the approval a particular process step and the conditions that apply.

An approval chain can be a single approval entry or a series of approval entries linked by AND/OR logic statements.

The approval chain entry comprises a trigger point, such as a particular piece of document content, status or individual that matches or does not match a particular criterion. The action that results from the trigger is then also set to complete the step. 

In a simple example, this could be that a particular user whose job it is to approve requisitions is identified a a criterion for approval and once completed, changes the status of the requisition to 'approved'.

Creating an Approval Chain

  1. Go to the settings page by selecting Settings from the top right menu.
  2. Select Rules & Alerts from the left hand menu.
  3. Click the View Approval Chains button at the top of the page.
  4. Click the green New button on the Approval Chains page.
  5. Enter the Approval Chain Name and Description.
  6. User the Approval Builder to create the approval chain. 
  7. Click Save.

Approval_Builder.jpg

This configuration can be used to get an approval from a user. An approval email will be sent to the user, if the user approves the request, the status will update to Approved. More users can be added to require multiple approvers, or add observing users who will be notified about the request. 

 

Document Alerts

Creating a Document Alert

  1. Go to the settings page by selecting Settings from the top right menu.
  2. Select Rules & Alerts from the left hand menu.
  3. Click the View Alerts button at the top of the page.
  4. Click the green New button on the Document Alerts page.
  5. Fill out the details as required.
  6. Click Save.
Message Severity * Enter a severity name, for example: Error, Warning, Notification.
Message Code * Enter a Code to remember the code as, for example: FAILEDREQUEST, PURCHASEORDERSENT. 
Message Title * The message title that is displayed.
Message Content The message content that is displayed.
Enabled?  Tick to activate this Alert.
Allow Clearance? Tick to allow clearance for this Alert.
Notify Supplier? Tick to alert the supplier when relevant.
Notify by Email? Tick to trigger an Email to send.
Email Addresses  If an email is triggered, send to these addresses. Separate multiple addresses with a semi-colon (;).
Document Types Tick each document type to apply this alert to.
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