Autopilot: Automatically Apply #NeedsDocs to Orders with Missing Documents

In cases where orders are missing documents, can tag those orders so that they are easily visible until those missing documents are added. With this Autopilot rule, you can have Turvo automatically identify and tag those orders. 

Note: The ability to add Autopilot rules for orders is enabled at the tenant level. Contact your Turvo representative to have it enabled.

This article covers:

• Autopilot rule creation logic
• How to create a #NeedsDocs rule
• Updating existing rules

Autopilot rule creation logic

Autopilot uses When/If/And/Then statements to dictate the action that will take place. Try thinking of the scenario you need to create rules for by putting the criteria in sentence form.

• When: The scenario that the rule is being created to address.
  • Most When statements create exception rules, but others create accessorial acceptance/rejection rules or payable discrepancy rules.

When [X] occurs…

• If: The main criteria that must be true during the scenario that defines the rule.
  • In some scenarios, you will be able to use a drop-down to choose which If statement is needed for the rule. In others, a particular If (Required) field will appear that must be configured.
  • The If statement usually comes with additional fields, such as text fields, drop-downs, and Is/Is Not toggles where you will define the statement.

When [X] occurs, if [Y] is true…

• And: Additional criteria that narrow the circumstances defining the rule.
  • Most scenarios allow for multiple And statements to be added on using the +Add Criteria button.
  • In some scenarios, an And (Required) field will be added automatically.

When [X] occurs, if [Y] and [Z] are true…

• Then: The action taken by Turvo based on the criteria in the previous statements. This appears within the Action section of the modal, and is not explicitly marked as “Then” within the user interface.
  • In some scenarios, the Action section will have a drop-down that allows you to change the action taken by Turvo.

When [X] occurs, if [Y] and [Z] are true, then take Action [A].

Protip: Check out our video, Automate workflows with Autopilot rules to see the logic behind setting up rules for your tenant in action.

How to create a #Needsdocs Rule

Follow the steps below to create a #Needsdocs rule:

1. Navigate to the Admin console by clicking on your profile icon in the top right corner of your dashboard and select Admin console from the drop-down menu.
   
   
   
2. Click the Rules card.
   
   
   
3. On the Rules page, click the Order header in the column to the left. Then, click the Autopilot section header to expand.
   
   
   
4. Click + Create rule.
   
   
   
5. In the Create order rule modal, name your new rule and use the When drop-down to select When document is missing.
   
   
   
6. The initial If statement for When document is missing will always be the Order type. Use the drop-down to select which order type the rule should apply to.
   
   
   
7. The initial And statements for When document is missing will always be:
   • Document type: Use the multi-select field to select the document type/s
   • Order phase: Use the Is/Is not field to select the order phase/s
   • Order status: Use the Is/Is not field to select the order status/es
     
     
     
8. The optional And fields are listed below:
   • Customer: If a customer is not selected, the rule applies to all customers.
   • Carrier: If a carrier is not selected, the rule applies to all carriers.
     
     
9. In the actions section, toggle ON Add #NeedsDocs tags to order. 
   
   
   
10. Then toggle ON Create exception: NeedsDocs Exception if you want the system to generate a NeedsDocs exception. You can then choose to share the exception with the carrier, the customer, or both. 
    
    
    
11. Click SAVE to save your rule.

Removing a Tag

The #Needsdocs tag can be removed from an order in the following ways:

• When the missing document is attached to the order
• When an order is missing multiple documents and those documents are all attached to the order
• You may manually remove the tag. See our article Managing tags to learn how. 

Removing an Exception

The NeedDocs exception can be removed from an order in the following ways:

• When the missing document is attached to the order
• When an order is missing multiple documents and those documents are all attached to the order
• You may manually remove the exception. See our article Manage exceptions with Workbench to learn how. 

Order List View and Dashboard

When a #Needsdocs rule has been created to add a #Needsdocs tag to an order, the tag  #Needsdocs is displayed along with the current count of orders needing documents on the Order tags card found under Admin console > Rules > Other > Dashboards. 

To learn more about configuring dashboard cards, see Arrange dashboard cards. For more information on the order tags dashboard card, see Order tags dashboard card.