In the Events and Actions area of iCompleat you can set up rules that are automatically applied to orders at the various stages of their journey through iCompleat.
Those stages are:
- A transaction has been created
- A transaction has been denied
- A transaction has been fully approved
- A transaction has been submitted to a workflow
- A transaction requires approval by a group in a workflow
The guides on this page show you how to set up rules for each stage.
A transaction has been created
You can set up a rule that will automatically be applied to certain orders created in iCompleat. Custom rules, or ‘rule sets’, let you configure an event using a series of conditions and actions.
Below are just a few examples of custom rule sets that you might set up for newly created orders, but there are lots of combinations of rule sets you can configure based on the various header and line fields on an order.
"If the supplier is Mears Insurance then set the project to New Office Installation."
"If the base net total is greater than £500 then assign the order to the Management workflow."
"If the account code is Cleaning, then set the delivery site to Head Office."
Follow the steps below to create a rule set for newly created orders. This example shows you how to create a rule that adds an automatic submission comment to orders over a certain value.
Step 1
On the homepage, select Configuration.
Step 2
Select Manage Events.
Step 3
In the What type of transaction drop-down, select Orders.
Step 4
In the What event do you want to manage? drop-down, select A transaction has been created.
Step 5
Select Apply custom rules to this transaction.
Step 6
Select Add a rule set.
Step 7
Enter a rule name
iCompleat creates a default rule name and description, but you can change them. We recommend you make the rule name as meaningful as possible.
Step 8
Switch on the Active toggle.
Rules are active by default, but here might be times when you need to temporarily deactivate the rule, or the rule isn't needed anymore.
Step 9
Select Add to add a new condition.
Step 10
Select a field to apply a condition to from the drop-down.
Step 11
Select a condition type from the drop-down.
Step 12
Enter or select a condition value.
Depending on the type of condition you've selected, the condition value could be either a drop-down or a text box.
Step 13
Select OK.
Alternatively, Select Cancel to lose any unsaved changes..
Step 14
Select Add to add the action(s) to be triggered if the conditions are met.
Step 15
Select the field to apply the action to from the drop-down.
Step 16
Select or enter a value to apply to the chosen field.
Depending on the type of field you've selected, the value could be either a drop-down or a text box.
Step 17
Select OK.
Alternatively, select Cancel to lose any unsaved changes.
A transaction has been denied
You can set up a rule in iCompleat so that operators are alerted when an order is denied in a workflow. To set up this rule, follow the steps below.
Step 1
In the What event do you want to manage? drop-down, select A transaction has been denied.
Step 2
Select Email the transaction owner/operator.
Step 3
To make iCompleat sent a notification email to the order creator when a transaction has been denied, switch on the Send out these emails toggle.
A transaction has been fully approved
There are two rules you can set up for when an order has been fully approved in the iCompleat system:
- Send an email to operators when a newly created order has been fully approved
- Send the transaction to the supplier.
The steps below show you how to create both types of rule.
Email the transaction to the transaction owner/operator
Step 1
In the What event do you want to manage? drop-down, select A transaction has been fully approved.
Step 2
Select Email the transaction owner/operator.
Step 3
To make iCompleat email the order creater when an order is fully approved, switch on the Send out these emails toggle.
Select Assign purchase order to number and Generate PDF will display the message "This action requires no configuration". This is because these are default actions that the system automatically carries out for fully approved transactions.
Send transaction to the supplier
Step 1
In the What event do you want to manage? drop-down, select A transaction has been fully approved.
Step 2
Select Send transaction to the supplier.
Step 3
Select a supplier from the drop-down.
Step 4
To make iCompleat send purchase order PDFs to your select supplier, switch on the toggle.
This event is switched on by default.
Step 5
If the supplier’s email address is present in your connected finance system, it's now displayed.
If you want to enter a different email address, switch off the toggle, then enter an email address in the box. If you don't have a connected finance system, or there's no email address for your selected supplier in your finance system, enter an email address in the box.
Step 6
Select Save.
A transaction requires approval by a group in a workflow
You can set up a rule so that all approvers in an approval group get an email alert when a transaction requires their approval.
Follow the steps below to switch on this rule.
Step 1
In the What event do you want to manage? drop-down, select A transaction requires approval by a group in a workflow.
Step 2
Select Email approvers.
Step 3
To make iCompleat email approvers when an order requires approval by a group in a workflow, switch on the toggle.
Selecting Send push notifications to approvers displays the message "This action requires no configuration". This is because this is a default action that the system automatically carries out for transactions that require approval by a group in a workflow.
