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FAQ: What are Sentences and how do they automate tasks?

Sentences are Zudello's primary tool for creating custom automation rules to streamline your workflows without needing complex coding. Think of them as "If This, Then That" rules for your documents and data.

Each Sentence consists of three main parts:

  1. Trigger (When): Defines when the automation should run. This is based on specific events happening in Zudello. Examples include:

    • When a document's status changes (e.g., Invoice status changes to READY).
    • When a document is submitted (user clicks "Save and Submit").
    • When a document is created or updated.
    • When an approval outcome (Approved/Rejected) is received.
    • When a related document is updated (e.g., linked PO status changes).
    • On a schedule (e.g., daily, weekly).

  2. Conditions (If): (Optional) Define specific criteria that must be met after the trigger occurs for the actions to run. Examples include:

    • If the Invoice Total is greater than $1000.
    • If the Supplier Name is "Specific Supplier Inc.".
    • If the Validation Level is not "Error".
    • If the Allocation Status (Order) is "Full". Multiple conditions are combined with AND logic (all must be true).

  3. Actions (Then): Define what the automation should do if the trigger occurs and all conditions are met. Examples include:

    • Set Status: Change the document's status (e.g., set to APPROVAL).
    • Get Approval: Start an approval workflow (assign to User, Group, DOA).
    • Set Field: Update a field's value (e.g., set Location based on Supplier).
    • Add Note: Post an internal comment to the document's chat/history.
    • Assign User: Assign the document to a specific user or group.
    • Send Email: Send a notification or document (like a PO PDF).
    • Run Trigger: Initiate an ERP integration.
    • Generate PDF: Create a PDF from a template.

By combining these components, administrators can build powerful automations to handle tasks like routing approvals, updating statuses, sending notifications, triggering integrations, and enforcing business rules based on specific events and data conditions.