Automation Rules

What are Automation Rules?

Automation Rules are custom workflows that automatically execute actions based on specific conditions. You can create rules for shipments, batches, and pending processes that are triggered by system events or scheduled times.

With Automation Rules, you eliminate repetitive manual tasks and ensure your operation responds consistently to specific situations.

Premium Module

Automation Rules is a premium ShipEdge module. Contact your representative to activate this functionality in your account.

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Why Use Automation Rules?

Save Time

Eliminate repetitive manual tasks. Rules work 24/7 executing actions automatically when conditions are met.

Reduce Errors

Consistent and predictable actions every time. Rules eliminate human error in repetitive tasks.

Immediate Response

Trigger rules by system events in real-time or schedule periodic executions with custom schedules.

Full Control

Create rules with advanced filters and multiple actions. Manage priorities, enable/disable rules, and review complete history.

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Rule Types

Shipping Rules

Shipping Rules: Automate processes related to shipments in shipping status.

• Automatic label generation
• Batch creation
• Shipping method assignment
• Tracking status updates

Batch Rules

Batch Rules: Manage creation and processing of picking batches.

• Automatic batch creation
• Order assignment to batches
• Picking prioritization
• Batch splitting

Pending Rules

Pending Rules: Control records in pending status.

• Available inventory validation
• Pending notifications
• Automatic movement to Processing
• Backorder management

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How to Create an Automation Rule

1. Access Automation Rules

   Go to the main menu and select Rules. You’ll see a list of all your existing rules organized by priority.

2. Click “Create Rule”

   Select the rule type from the dropdown menu (Shipping Rule, Batch Rule, or Pending Rule).

3. Configure Basic Information

   • Rule Name: Give your rule a descriptive name
   • Status: Check “Active rule” to activate it immediately
   • Priority: Assign a priority number (higher numbers execute first)

4. Select Activation Type

   Choose how your rule will be triggered:

   Option A: Select Trigger (By Event)

   • Select a system event that will trigger the rule
   • Examples: “Order Processing”, “Shipped”, “Batch Created”
   • The rule executes automatically when the event occurs

   Option B: Config Custom Schedule (By Schedule)

   • Configure a custom schedule using the cron selector
   • The rule executes periodically according to the defined schedule
   • Useful for maintenance tasks or periodic checks

5. Add Filters (Optional but Recommended)

   Filters determine WHICH shipments or records will apply to this rule:

   • Click “Add Filter”
   • Select the field to evaluate (Shipping Method, Batch Status, Account, etc.)
   • Choose the condition (equals, contains, greater than, etc.)
   • Enter the value to compare
   • You can add multiple filters that will be evaluated together

6. Define Actions

   Actions are the tasks that will be executed when filters are met:

   • Click “Add Action”
   • Select the action to execute
   • Configure the action parameters
   • You can add multiple actions that will execute in sequence

7. Save the Rule

   Click Save to create your rule. If marked as active, it will start working immediately.

Important: Test Your Rules

After creating a rule, use the Run button to execute it manually and verify it works correctly before activating it permanently.

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Managing Existing Rules

View and Filter Rules

The rules table shows:

• Priority: Execution priority (drag and drop to reorder)
• Name: Rule name
• Category: Rule type (shipping, batchs, pending)
• Status: Active status (✓) or inactive (🚫)
• Company Name: Associated account (if applicable)
• User: User who created the rule
• Last Modified: Last modification date

Reorder Priorities

Use Drag and Drop on rows to change execution priority. Rules with higher priority execute first.

Actions on Rules

For each rule you can:

1. Edit

   Modify filters, actions, triggers, or any rule configuration.

2. Delete

   Permanently delete the rule. Confirm deletion to prevent accidental deletions.

3. Run (Manual Execution)

   Execute the rule immediately without waiting for trigger or schedule. Useful for testing rules or executing actions on demand.

4. History (View History)

   Review the complete execution history of the rule:

   • Date and time of each execution
   • Status (success or error)
   • Number of records processed
   • Log messages and errors

Batch Operations

You can manage multiple rules at once:

1. Select Rules

   Check the boxes of the rules you want to modify. Use “SelectAll” to select all.

2. Choose an Action

   From the Actions menu:

   • Enabled: Enable selected rules
   • Disabled: Disable selected rules

3. Confirm Operation

   The system will ask for confirmation before changing the status of multiple rules.

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💡 Best Practices

Test Before Activating

Use the “Run” button to manually execute the rule and verify results before activating it permanently.

Use Descriptive Names

Give clear names that describe WHAT the rule does and WHEN it triggers. Example: “Auto-Create Batches - Daily 8AM”

Review History Regularly

Monitor execution history to detect errors or unexpected behaviors. Adjust filters if necessary.

Manage Priorities

Assign logical priorities. Critical rules (like batch creation) should have higher priority than notification rules.

Document Your Rules

Use the description field (if available) to document the purpose and logic of each rule for future reference.

Specific Filters

Use specific filters to avoid the rule affecting unwanted records. It’s better to be conservative and expand later.

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Troubleshooting

Problem: “The rule is not executing”

Possible Causes:

• The rule is disabled (Status = inactive)
• Filters are too restrictive and no records meet the conditions
• The trigger/event is not occurring
• There’s a conflict with another rule of higher priority

Solution:

1. Verify the rule is marked as “Active”
2. Review history to see if there are executions
3. Use the “Run” button manually to test
4. Simplify filters temporarily to diagnose
5. Review other rules with higher priority that may be interfering

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Problem: “The rule executes but does nothing”

Possible Causes:

• Filters are not capturing the correct shipments or records
• Actions are not configured correctly
• There’s an error in action parameters

Solution:

1. Review history to see error messages
2. Execute the rule manually with the “Run” button
3. Verify filter values match data exactly
4. Review action configuration step by step
5. Simplify the rule (fewer filters, single action) to isolate the problem

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Problem: “The rule affects records it shouldn’t”

Possible Causes:

• Filters too broad or generic
• Missing an additional necessary filter
• Error in conditional logic (AND vs OR)

Solution:

1. Disable the rule immediately
2. Review history to identify which records were affected
3. Add more specific filters
4. Test the rule with the “Run” button before reactivating
5. Consider creating two separate rules with more specific conditions

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Problem: “Conflict between multiple rules”

Possible Causes:

• Two or more rules with contradictory actions
• Incorrectly configured priorities
• Multiple rules affecting the same records

Solution:

1. Identify conflicting rules by reviewing their filters and actions
2. Adjust priorities (drag & drop in the table)
3. Refine filters so each rule has a clear scope
4. Consider consolidating similar rules into one more complex rule
5. Use the priority field to control execution order

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Next Steps

Explore Related Features:

• Premium Services - Premium module activation
• User Management - User permissions management

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Need Help?

If you have problems with Automation Rules or need advice to configure complex rules, contact the ShipEdge support team. We can help you design custom workflows for your operation.