Events and actions for ordering

The Events & Actions area of iCompleat you can set up rules that are automatically applied to orders at the various stages of their journey through iCompleat.

Use the menu on the left to scroll to the relevant actions you want to set up.

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 & 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 & line fields on an order.

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.

1. On the homepage, click Configuration.
2. Click Manage Events.

3. In the What type of transaction drop-down, click Orders.

4. In the What event do you want to manage? drop-down, click A transaction has been created.

5. Click Apply custom rules to this transaction.

6. Click Add a rule set.

7. Enter a rule name.
   iCompleat generates a default rule name & description, but you can edit it. We recommend you make the rule name as meaningful as possible.

8. Switch on the Active toggle.
   Rules are active by default, but there might be times when you need to temporarily deactivate the rule, or if you don't need the rule anymore.

9. Click Add to add a new condition.

10. From the drop-down, click a field to apply a condition to.

11. From the drop-down, click a condition type.

12. Enter or click 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.

13. Click OK.
    Alternatively, click Cancel to lose any unsaved changes..

14. Click Add to add your action(s) to be triggered if the conditions are met.

15. Click the field to apply the action to from the drop-down.

16. Click 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.

17. Click OK.
    Alternatively, click Cancel to lose any unsaved changes.

18. Click Save to save the rule you have just created.

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.

1. On the homepage, click Configuration.
2. Click Manage Events.

3. In the What type of transaction drop-down, click Orders.

4. In the What event do you want to manage? drop-down, click A transaction has been denied.
5. Click Email the transaction owner/operator.
6. To make iCompleat send 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

1. On the homepage, click Configuration.
2. Click Manage Events.
3. In the What type of transaction drop-down, click Orders.
4. In the What event do you want to manage? drop-down, click A transaction has been fully approved.
5. Click Email the transaction owner/operator.
6. To make iCompleat email the order creator when an order is fully approved, switch on the Send out these emails toggle.
   If you click Assign purchase order to number or Generate PDF, this 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

1. On the homepage, click Configuration.
2. Click Manage Events.
3. In the What type of transaction drop-down, click Orders.
4. In the What event do you want to manage? drop-down, click A transaction has been fully approved.
5. Click Send transaction to the supplier.
6. Click a supplier from the drop-down.
7. To make iCompleat send purchase order PDFs to your selected supplier, switch on the toggle.
   This event is switched on by default.
8. 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.
9. Click 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.

1. On the homepage, click Configuration.
2. Click Manage Events.
3. In the What type of transaction drop-down, click Orders.
4. In the What event do you want to manage? drop-down, click A transaction requires approval by a group in a workflow.
5. Click Email approvers.
6. To make iCompleat email approvers when an order requires approval by a group in a workflow, switch on the toggle.
   If you click Send push notifications to approvers it will display 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.