- What is the meaning of a Rule
- Create Rules
- Adjust schedule
- Use Rules
What is the meaning of a Rule
A rule can be used to assign one or more documents to a specific user group on a recurring basis. A rule differs from an order in its flexibility.
In a rule it is not only possible to define that e.g. every Friday a certain document has to be filled in, but also to plan in detail which steps are relevant on the respective execution day.
A rule thus defines very individual times at which orders are automatically generated by the system for processing.
An example: You have a checklist for the regular maintenance of your machine. The maintenance plan provides for daily work to be carried out. On Fridays an extended check is necessary and once a quarter the "major maintenance" takes place.
To create a rule, please go to the rules and select New Rule.
In the following, we will now describe the individual points for creating a rule and create our example from above as a rule.
Mandatory fields - Add rule title and documents
Each rule must have at least one name, which you enter as Title of rule. The title should reflect the content in a concise, precise and meaningful way. It can easily be searched freely later on.
Furthermore, at least one document must be linked to a rule.
In addition, you can provide further information.
All points that relate directly to the orders resulting from a rule are described in more detail under the orders.
Additional data are transferred to the generated orders and can be maintained both in the Editor and in the Assistant. The information can be displayed in the overview of the orders by inserting the column and can also be searched.
Assigned User - Assignment Mode
If a rule is permanently assigned to a user, only this person can process the orders resulting from the rule. It is then not possible for a colleague to take over.
Is a text field to describe the rule in more detail.
This description should always be filled, it helps you to identify a rule or the resulting orders within the software more easily.
For the priority, you can choose between Very low, Low, Normal, High and Very high.
Here you define in which interval the rule should be executed and the corresponding orders should be generated.
Start date - End date
The start and end dates are used to define the period in which the rule is applied.
Here you can choose between different options, e.g. to distinguish between daily recurring tasks or weekly recurring intervals.
You can use the weekdays to define the days on which the rule applies. In the example below, the rule would be executed on Mondays, Wednesdays, Fridays and Saturdays.
Events start at time
At what time should the event be executed on the given day.
Event duration and Unit
Here you can specify how long the event is valid from the start time, or from when it is displayed as overdue.
Here you can make an assignment of your structure classes.
At least one document is attached here. Furthermore you can
- Assign this document to a user
- determine how often the document is used
- and whether the latest version is always used or you deliberately want to work off an older version
- there is also the possibility to attach another document
If you have added a document to a rule, the Customize schedule option is available.
A window will open where you can customize your schedule.
Here you have the possibility to limit the display period.
If you plan on a weekly basis, you can use this planning as a template week and transfer it to other weeks.
In the table, you have an overview of all steps of the selected document and, based on your display period, all times at which an order is to be created. Here you can now select on process step level which step / process step is relevant on which date. With the double arrow you can select or deselect all steps at once, either for the whole document or on step level.
How do scheduled rules behave and how do adjusted schedules behave?
A rule first creates virtual orders at the defined times. This means that the order is not yet stored in the database, but is only calculated for the display period.
These virtual orders all have the same ID, which corresponds to the ID of the rule.
Only when you open a virtual order, whether on the Assistant or on the Editor, does the virtual order become a real order. This order then also gets its own ID.
You can have the ID displayed in each case via Customize columns.
If all steps are deselected in a schedule for an appointment, e.g. you have a rule that is always executed on Fridays, but no activity should take place on Good Friday, then the order is technically created, but without content, i.e. the order appears on Good Friday and can be started, but as soon as you do this, the order is automatically closed in the background and a note is shown.