Sample Rules

Source: This article refers to Sample Rules

In a Nutshell

Sample Rules are fully-functional business rules and notifications that can enabled and applied out of the box. These sample rules also illustrate how business rules and notifications can be created.


Access

In order to access the Business Rules & Notifications feature, you must have Super User or Admin access privileges.

Sample rules are located at Admin > Account > Companies > Business Rules & Notifications

Business rules and specifications are specific to a company. If there are multiple companies associated with your account, you will need to select a company before applying a business rule.


Sample Rules

  1. Attach Checklist Report to Activity on Close
  2. Send Email to Responsible Person when Activity Assigned
  3. Send Email with ERP Error Report to System Administrator
    when New Events Cannot be Processed
  4. Newly Created Efforts Require Approval to be Synchronized to the ERP
  5. Newly Created Expenses Require Approval to be Synchronized to the ERP
  6. Newly Created Material Require Approval to be Synchronized to the ERP
  7. Newly Created Mileage Require Approval to be Synchronized to the ERP
  8. Notify Customer with Expected Time of Technician's Arrival (ETA)
  9. Send SMS Notification to Technician when Assignment is Released
  10. Update Responsible Person of All Checklists Linked
    to an Activity when Releasing the Activity to Technician


Attach Checklist Report to Activity on Close


Field Description
Full Name SAMPLE - Attach specific checklist report to activity as soon as the checklist was closed
Event On Object Update
Object Type ChecklistInstance

This rule will automatically create a report of the completed activity checklist and include it as an attachment to the activity.

Use Case When a technician is done with his work and closes a checklist this information has to be transferred to ERP systems or other clients in a readable form for any application.

Solution Automatically generate a checklist report as PDF file and attach it to the activity linked to the checklist as soon as the checklist was closed.


Requirements to use this sample rule

Checklist Instances are created based on activities or assignments

How to adjust this sample rule



Send Email to Responsible Person when Activity Assigned


Field Description
Full Name SAMPLE - Attach specific checklist report to activity as soon as the checklist was closed
Event On Object Update
Object Type ServiceAssignment

An email is sent to the person set as responsible for the created activity Use Case

Technicians work offline with the Mobile Field Service Applications. In case an activity was assigned to the technician during the day he can be notified via email about the assignment.

Solution

Send an Email to the technician with relevant information about the activity.

Requirements for this sample rule

  • Ensure the correct email address are stored for your technicians How to adjust this sample rule
  • Make sure the text of the email in the content is in the correct language and fits to your requirements
  • Make sure the formatting of the date and time is according to your localisation.
  • The formatting in this sample is for standard US format with timezone


Email Notification for system administrator when new events cannot be processed with the report of erp errors attached


Field Description
Name SAMPLE - Email Notification for system administrator when new events cannot be processed with the report of erp errors attached
Event Scheduled

Use Case In case an event from the cloud cannot be processed by the ERP System it will get stuck in the queue and not processed completely. A system administrator will need to do some changes in the system to fix the root cause and ensure the event is sent again for further processing.

Solution Send an email to the system administrator when there are new events in the system that require his attention.

Requirements to use this sample rule

  • The system is connected to an SAP Business One ERP
  • The email address is correct

How to adjust this sample rule

  1. Adjust the scheduled time to your requirements, e.g. every day at 8 am or every hour
  2. Enter the correct email address of the system administrator below in the “Then” action section.
  3. Adjust the email text to your requirements


Newly created Efforts require approval to be synchronized to the ERP


Note: this rule is required to use the Time & Material Journal feature to manage and approve effort entries submitted by field employees.
Field Description
Name SAMPLE - Newly created Efforts require approval to be synchronized to the ERP
Event On Object Create
Object Type TimeEffort

Use Case

When field service technicians (engineers) submit new Effort entries, they are often prone to contain errors, invalid data, or lack consistency with company guidelines. In this case, directly synchronizing and saving them to an ERP may be undesirable or risky.

Solution

You can configure an approval rule for newly submitted Efforts, so that they are only synchronized and saved to an ERP after the information is reviewed and approved/confirmed by a manager.

Requirements to use this sample rule

  • The company must have an ERP system connected to the Core Cloud
  • Technicians (engineers) must have the permission to create new Efforts from the mobile apps
  • Back-office personnel should either approve/confirm or reject the new entries for ERP synchronization from the web portal

How to adjust this sample rule

Any Object Type can be configured with this sort of approval requirement action. However, it is important to note that this rule only works on “Object Create” events.



Newly created Expenses require approval to be synchronized to the ERP


Note: this rule is required to use the Time & Material Journal feature to manage and approve expense entries submitted by field employees.
Field Description
Name SAMPLE - Newly created Expenses require approval to be synchronized to the ERP
Event On Object Create
Object Type Expense

Use Case

When field service technicians (engineers) submit new Expenses, they are often prone to contain errors, invalid data, or lack consistency with company guidelines. In this case, directly synchronizing and saving them to an ERP may be undesirable or risky.

Solution

You can configure an approval rule for newly submitted Expenses, so that they are only synchronized and saved to an ERP after the information is reviewed and approved/confirmed by a manager.

Requirements to use this sample rule

  • The company must have an ERP system connected to the Core Cloud
  • Technicians (engineers) must have the permission to create new Expenses from the mobile apps
  • Back-office personnel should either approve/confirm or reject the new entries for ERP synchronization from the web portal

How to adjust this sample rule

Any Object Type can be configured with this sort of approval requirement action. However, it is important to note that this rule only works on “Object Create” events.



Newly created Material require approval to be synchronized to the ERP


Note: this rule is required to use the Time & Material Journal feature to manage and approve material entries submitted by field employees.
Field Description
Name SAMPLE - Newly created Material require approval to be synchronized to the ERP
Event On Object Create
Object Type Material

Use Case

When field service technicians (engineers) submit new Material, they are often prone to contain errors, invalid data, or lack consistency with company guidelines. In this case, directly synchronizing and saving them to an ERP may be undesirable or risky.

Solution

You can configure an approval rule for newly submitted Material, so that they are only synchronized and saved to an ERP after the information is reviewed and approved/confirmed by a manager.

Requirements to use this sample rule

  • The company must have an ERP system connected to the Core Cloud
  • Technicians (engineers) must have the permission to create new Material from the mobile apps
  • Back-office personnel should either approve/confirm or reject the new entries for ERP synchronization from the web portal

How to adjust this sample rule

Any Object Type can be configured with this sort of approval requirement action. However, it is important to note that this rule only works on “Object Create” events.

Solution

You can configure an approval rule for newly submitted Expenses, so that they are only synchronized and saved to an ERP after the information is reviewed and approved/confirmed by a manager.

Requirements to use this sample rule

  • The company must have an ERP system connected to the Core Cloud
  • Technicians (engineers) must have the permission to create new Expenses from the mobile apps
  • Back-office personnel should either approve/confirm or reject the new entries for ERP synchronization from the web portal

How to adjust this sample rule

Any Object Type can be configured with this sort of approval requirement action. However, it is important to note that this rule only works on “Object Create” events.



Newly created Mileage require approval to be synchronized to the ERP


Note: this rule is required to use the Time & Material Journal feature to manage and approve mileage entries submitted by field employees.
Field Description
Name SAMPLE - Newly created Mileage require approval to be synchronized to the ERP
Event On Object Create
Object Type Mileage

Use Case

When field service technicians (engineers) submit new Mileage, they are often prone to contain errors, invalid data, or lack consistency with company guidelines. In this case, directly synchronizing and saving them to an ERP may be undesirable or risky.

Solution

You can configure an approval rule for newly submitted Mileage, so that they are only synchronized and saved to an ERP after the information is reviewed and approved/confirmed by a manager.

Requirements to use this sample rule

  • The company must have an ERP system connected to the Core Cloud
  • Technicians (engineers) must have the permission to create new Mileage from the mobile apps
  • Back-office personnel should either approve/confirm or reject the new entries for ERP synchronization from the web portal

How to adjust this sample rule

Any Object Type can be configured with this sort of approval requirement action. However, it is important to note that this rule only works on “Object Create” events.



Notify customer with expected time of technician's arrival (ETA)


Field Description
Name SAMPLE - Notify customer with expected time of technician’s arrival (ETA)
Event On Object Create
Object Type ServiceAssignmentStatus

An email is sent to the customer with the expected arrival time of the technician once the technician starts travelling.

Use Case

Customers have to wait the whole day at home in case a technician is scheduled to come by to fix a broken machine.

Solution

Send an Email to the customer with information about the technician’s expected time of arrival (ETA) once the technician starts travelling.

Requirements for this sample rule

  • Use the workflow step ‘Travel’ for the technician to signal when they start travelling to the customer
  • Ensure that location services are enabled for the technicians to send their GPS location with the workflow step
  • Ensure the GPS location is defined for the equipment as the broken machine
  • Ensure the correct email address are stored for your customers

How to adjust this sample rule

  1. Make sure the text of the email in the content is in the correct language and fits to your requirements
  2. Make sure the formatting of the date and time is according to your localization. The formatting in this sample is for standard US format with timezone


SMS notification for technician once Service Assignment is released


Field Description
Name SAMPLE - SMS notification for technician once Service Assignment is released
Event On Object Update
Object Type ServiceAssginment

Use Case

Technicians work offline with the Mobile Field Service Applications. In case an urgent request comes in during the day and the technician is closed by he must be notified with a reliable system that there is a new assignment he has to run to.

Solution

Send an SMS to the technician with information about the new activity and link to the application to get the latest information.

Requirements for this sample rule

  • Ensure the correct mobile phone numbers are stored for your technicians in the master data

How to adjust this sample rule

  • Make sure the text of the SMS in the Body is in the correct language and fits to your requirements
  • Make sure the formatting of the date and time is according to your localization. The formatting in this sample is for standard US format with timezone


Update responsible person of all checklists linked to an activity when releasing the activity to technician


Field Description
Name SAMPLE - Update responsible person of all checklists linked to an activity when releasing the activity to technician
Event On Object Update
Object Type ServiceAssignment

Checklist instances linked to an activity are assigned to the technician for editing when releasing the activity

Use Case

When creating checklist instances that need to be filled for a certain activity the technician is usually not yet known. Therefore the dispatcher just creates the checklist instance for the activity without setting a responsible person that will fill in the checklist instance.

Solution

To make sure the technician who gets the activity assigned can fill in the checklist instance we update the responsible person of all checklist instances when releasing the activity

Requirements for this sample rule

  • All checklist instances linked to one activity should be filled in by the same person that is the responsible of the activity

Using Sample Rules

Complete the following steps to enable and apply sample business rules.

Copy Sample Rule

In order to activate a sample rule, you must first make a copy of it. This ensures that sample rules can be changed in future releases without impacting company-specific business rules and notifications.

  1. From the Admin module, navigate to the Companies tab, and select a company for which you would like to assign the Auto-Attach Checklist business rule.
  2. Select a Company from the list, and click the Business Rules & Notifications options in the left menu.
  3. Select the Sample Rule you would like to enable.
  4. From the actions row in the bottom, select Copy.



Enable Copied Sample Rule

After making a copy of the Sample business rule, you can then update it and activate it.

  1. Select SAMPLE-Attach specific checklist report to activity as soon as the checklist is closed (copy).
  2. From the action row at the bottom, select the Edit option.

  3. Next, you will need to udpate the following:
  • Enter a unique name in the Name field.
  • Change Enabled to YES.

  • Optional: in the Report Template Name field, you can give the report template a different name.
  1. When complete, select the Update option in the action row below.


Validate Copied Sample Rule

The copied sample rule can then be validated by selecting the Validate option as follows:

  1. From the action row at the bottom, select the Validate option.
  2. Select a Test Object and Test Person to validate the business rule against.
  3. From the action row at the bottom, select the Validate option.

The application will then run the business rule using the select Object and Person parameters.


Appendix

DTO Table

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