Automation rules
Rules that work by themselves: when something happens (a sale, quotation, purchase or lead is made; a lead or service job reaches a stage), a day comes (an invoice is overdue, a quotation has no answer, a batch or an employee's ID is about to expire) or a number crosses a line (low stock, yesterday's sales below a target), the rule sends an in-app notification, an email, a WhatsApp message or a webhook. Part of the Automation add-on.
Steps
- Open Automation → Automation rules. The Templates tab has six ready-made rules: overdue invoice reminder, quotation follow-up, low-stock alert, batch expiry, Iqama / visa expiry and thank-you after a sale. Press Use this template, or New rule to start from nothing.
- Step 1, When: pick what starts the rule. For a reminder, type the days, e.g. 3, 7, 14 after an invoice falls due; each goes once per invoice. An invoice falls due the number of days you set after its date.
- Step 2, If (optional): add conditions, e.g. Amount is more than 500, or Customer group is VIP.
- Step 3, Then: add actions. A message can use {name}, {code}, {amount}, {balance}, {date}, {days}, {expiry}, {item}, {stock}, {min}, {status} and {store}. WhatsApp goes through your WhatsApp Business API with an approved template; without one, each message is a ready Send on WhatsApp link in the run log. Emails go from the store's own mail account.
- Press Test run to see who would get what now, without sending anything. Tick On and Save to start the rule.
- The Run log tab lists every run: the record, when, and who got what. Settings sets the daily limit of messages to customers and the quiet hours.
Tips
- A rule set off by a saved record runs at once; reminders and stock or sales checks run every 15 minutes.
- In the quiet hours (21:00 to 09:00 unless you change them) messages to customers wait and go when they end; alerts to your team go at once.
- A webhook is a POST of the record as JSON, signed with your secret in X-StartERP-Signature (sha256 HMAC).
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This guide belongs to the Automation & scheduled reports module. Learn more
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