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Introduction to Automation with Sentences

Sentences are Zudello's powerful yet user-friendly tool for automating workflows and enforcing business rules without needing to write code. They follow a simple "When... If... Then..." structure.

Core Components:

  1. Trigger (When):
    • What it is: The specific event in Zudello that starts the automation.
    • Examples: A document's status changes (e.g., Invoice becomes "Ready"), a user submits a document, an approval outcome is received, a scheduled time occurs.
    • Purpose: Defines when the automation should even consider running.

  1. Conditions (If - Optional):

    • What it is: One or more criteria that must be true after the trigger occurs for the actions to execute.
    • Examples: Invoice Total > $1000, Supplier Name Is "ABC Corp", Validation Level Is Not "Error", Allocation Status (Order) Is "Full".
    • Purpose: Allows the automation to make decisions and only act in specific circumstances. Multiple conditions use AND logic (all must be true).

  2. Actions (Then / Otherwise):

    • What it is: The tasks the automation performs if the trigger occurs and all conditions are met (or if conditions are not met, using the "Otherwise" block).
    • Examples: Set Status (e.g., to "Approval"), Get Approval (from User, Group, DOA), Set Field (e.g., assign a user), Add Note, Send Email, Generate PDF, Run Trigger (for ERP integration).
    • Purpose: Defines what the automation actually does. Actions run sequentially.

How it Fits Together:

Administrators build Sentences in Settings > Automations. When a trigger event happens (e.g., an invoice is submitted), Zudello checks all active Sentences linked to that trigger. For each matching Sentence, it evaluates the conditions. If all conditions are true, it executes the "Then" actions in order. If conditions are false, it executes the "Otherwise" actions (if configured).

Example Use Cases:

  • Route invoices over $500 for manager approval.
  • Automatically close POs when fully matched invoices are completed.
  • Send notifications when documents are rejected.
  • Assign invoices from specific suppliers to certain AP clerks.
  • Trigger ERP sync when documents reach "Completed" status.

Sentences are the engine behind most workflow automation and compliance enforcement within Zudello.