The information in this article applies only to a feature in the Complete subscription for administrations.
Introduction
Use automation rules at environment level to configure rules for multiple administrations at the same time instead of per administration.
Creating automation rules
Via Manage / Environment / Automation you can create automation rules. For each rule it can be configured whether the rule:
Should be executed for all administrations
Should be executed for a selection of administrations
Should be executed for all administrations with a few exceptions
When excluding or selecting administrations, administration tags can be used.
Actions that can be automated
Upload & read:
The following actions can be automated:
Reading documents
Deleting documents
Moving documents
Assigning a destination (journal or document management) to documents
See this article for more information and available fields for automation rules for Upload & read. Exceptions to the fields available at administration level are:
Journal code: the code of the journal. This value can be found via the journal settings per administration.
Journal name: the name of the journal. This value can be found via the journal settings per administration.
Channel name: the name of the channel. This value can be found via Manage / Administration / Channels.
In this way, administrations with different journal codes for the purchase journal can be processed with a single rule.
Points of attention for Upload & read
The move rule will not be executed when the source administration is the same as the destination administration.
With the destination assignment rule a journal can be assigned based on journal code, journal name or journal type. When there are multiple journals of the same type (for example purchase), the rule will not be executed. When matching on 'Name' and 'Code', only one value can be entered.
Bookings:
The following actions can be automated:
Add booking rules (only in combination with the Purchase to pay module)
Approve booking proposals
Assign booking methods
Assign relations
Assess purchase invoice rules (only in combination with the Purchase to pay module)
See this article for more information and available fields for automation rules for bookings. Exceptions to the fields available at administration level are:
Creditor/debtor code: the code of the creditor/debtor.
Creditor/debtor name: the name of the creditor/debtor.
Creditor/debtor CoC number: the CoC number of the creditor/debtor.
Creditor/debtor IBAN: the IBAN of the creditor/debtor.
Creditor/debtor VAT number: the VAT number of the creditor/debtor.
These values can be found via Manage / Administration / Relations.
Points of attention for Bookings
With the booking method assignment rule, booking templates from one source administration can be applied to all administrations. These must be administrations that are connected to the same accounting package. Also ensure that the ledger accounts entered in a booking template are the same in all administrations.
With the relation assignment rule, relations are assigned based on relation code, name, postcode, CoC number, IBAN or VAT number. Multiple values can be added using ";".
General points of attention
Via the 'Field selector', additional columns can be added to the automation rule overview so that it is clear for which administrations the rule applies or which administrations are excluded.
Priorities and order of rule execution
Rules are executed in the following order:
Delete
Move
Assign destination
Read (only possible when the destination has been determined)
Rules are executed based on the priority value from low to high priority. You can assign priorities to rules yourself. Rules at administration level and environment level are combined in this process. When the priority value is the same, rules at administration level are executed first.
User rights
A user gets access to manage automation rules at environment level by assigning the user right Pages | Environment | Automation. Please note that a user with this right can see all administration names and has access to the automation settings of all administrations.
View executed automation rules for a document
The rules that have been executed for a document can be viewed via 'Document details' under 'Upload & read'. Here it is visible whether the rule concerns administration level or environment level.
In the Timeline under 'Bookings' it is shown which automation rules have been applied.