With FastGem's new Rules Engine, you can set up custom instructions specific to your instance. With Rules, you can define any number of actions, which will trigger the system to alert users, append notes, add tags to records, and much more!

*Note that rules may take up to 5 minutes from the time of the trigger until the action is completed. 

To access your Rules Engine, head to Site Mgmt > Rules (Note this may be in a slightly different place in your instance depending on Customization):

 

 

If you have any rules already created, you can see them here. Note if they have an X in the Active column, the rule is inactive: 

 

From here, you can click on a rule name to get a closer look, click to Edit a rule, or click Add Item at the top of the page to start a new rule from scratch.

NOTE: If you have multiple rules, be very careful to ensure your rules do not become triggered by each other to create an unending loop. Also be careful not to set up two rules that are both active at the same time but whose instructions contradict each other. If you have questions about rule set up, let FastGem support know at This email address is being protected from spambots. You need JavaScript enabled to view it. and we will be happy to assist you. 

Below is an explanation of field meanings on the rules setup page, along with examples:

When setting up rules, you must first ensure your rule is Active. 

Next, name your rule. 

Select a Class for your rule. Class refers to which type of record in FastGem is being 'looked at' by the system to trigger the rule. (E.g. Person record vs Work Order record vs Rep record vs Inventory record.) 

Select the Action Log Trigger for your rule. FastGem logs virtually every action that takes place within the system. Simply select which of these action types, when pertaining to the Class selected above, trigger the Rule to go into action. (E.g. Department change, Status change, etc.) 

Object Conditions are optional and do not have to be selected in order for the rule to work. They are simply a way to further restrict/specify which exact actions need to take place within FastGem for a rule to be triggered. (For example, as shown in the image below, if your Action Log Trigger is Workflow Status Change on a Work Order, but you only want this rule triggered when the work order's Status is changed to Active, you can set up an object condition specifying WO Status to be equal to Active.)

You can add multiple conditions onto one rule, and you can set up these conditions so that they must all apply at once (AND conditions) in order for the rule to be triggered, OR so that only one of these multiple conditions need apply (OR conditions) in order for the rule to be triggered. The AND/OR toggle above the conditions defines this. 

Once you have selected your Trigger and any Conditions, you can tell the system which Action it needs to take when the trigger and conditions are met.

Add Value as an action type can be seen exemplified in the image above. Add Value should be used for adding values into multi-select fields (e.g. Tech Special Install, Package flags, etc.) without deleting any values previously existing in that field. 

Set Value, in contrast, should be used either to completely remove and overwrite any existing values in a multi-select field, or to add/replace a value in a non-multi-select field (e.g. Processor channel, Install Notes, Campaign, etc.). 

Append Value should be used for fields such as Install Notes or Account Number, which do not have any pre-set values to select from, but which may already contain manually entered values which you do not wish to overwrite, only append to. 

Send Email and Send Push notification are self-explanatory action types and can be used to send notifications to specific users in the system, based on the permissions these users have. 

For example, in the image below, the test rule is set up so that when a Work Order record has a follow up flag created for it, and either the follow up details include the word ASAP,  or the provider attached to that work order is 'Other Provider', then an email containing the notification "Test Test Test" will be sent out to anyone with either 'Can Process' or 'Can Process QC' permissions. 

Emails and push notifications sent via Rules automatically include a link to the relevant record, and information such as what action triggered the rule to run, etc. 

When a rule runs, it is logged in the appropriate record's action logs.