Smart Rules automate your manual tasks by leveraging an event-based engine. With Smart Rules, you can trigger actions based on specific events and conditions, simplifying your processes and saving time. Currently, these rules are designed to operate exclusively at the customer level.
You can access all your rules from here.
Creating a rule
To create a rule, head to your Smart rules section and hit the New rule button.
Triggers
From there, select the appropriate trigger.
| Trigger | Description |
| Customer is created | Triggered when a customer is created |
| Customer is created or updated | Triggered when a customer is created or updated. Updates relate to customer properties, including the outstanding balance. |
| Customer outstanding amount threshold | Triggered when a customer's outstanding amount exceeds or falls below a certain value. You will need to specify exceeds vs. falls below, as well as the appropriate value. |
|
Customer rating threshold |
Triggered when a customer rating exceeds or falls below a certain value. You will need to specify exceeds vs. falls below, as well as the appropriate value. |
| Customer average payment delay threshold | Triggered when a customer's average payment delay exceeds or falls below a certain value. You will need to specify exceeds vs. falls below, as well as the appropriate value. |
Filters
You can then add the conditions this rule should follow to be applied. You can add as many conditions as you want, and those conditions will be additive (Condition 1 AND Condition 2).
Filters apply to customer properties, including custom fields. However, only the standard fields and types "Select" and "Boolean" will allow you to specify "Is Not" conditions.
Actions
Finally, you can select which action this rule should perform. Each rule only supports one action.
| Action | Description | Example scenario |
| Assign users | Assign users to the corresponding customer. You can specify one user or use a custom field with the email address of the corresponding users. | Assign all the Sales and CSMs to their customers depending on a custom field value |
| Assign a workflow | Assign a workflow to the corresponding customer. | Assign workflows automatically depending on countries, payment behavior, etc. |
| Assign payment methods | Assign payment methods to the corresponding customer. | Assign the card payment method to all your SMB customers |
| Exclude from Upflow | Exclude the customer from Upflow. Be careful; you will not be able to import it back afterward. | Exclude from Upflow your internal customers |
| Send a notification* | Send a notification to the person of your choice via the channel of your choice and with personalized content. | Send a notification to the customer's CSM when their outstanding amount is over their credit limit. |
When you are done, hit the Save & Close button at the top right. Don't forget to give your rule a name so you remember what's in it.
*What custom tags can be used in the notifications?
You can use almost all the available collection tags except those related to invoices.* As smart rules are based on the customers' data, they do not have associated invoices, meaning that any invoice-related tags will not be updated in the notifications you receive.
For example, you can create a rule to receive a notification whenever a customer's outstanding threshold falls under a certain amount.
*Available Collection Tags: your information, your customer's information, your customer's amounts, your customer's custom fields or the tags specific to Chargebee and Stripe.
Activating a rule
You can then activate the rule by toggling it on.
Once activated, whenever there is an event that could trigger this rule, the rule will execute.
Note that if you use smart rules for assignation, it will only apply to new/updated customers. If you want to apply the rule right away, you can perform mass assignation via the list views.
Editing a rule
You can edit any rule after it’s been created. However, proceed with caution—if you make changes and save them while the rule is active, the rule will stay active and immediately start functioning based on the updated parameters.
Deleting a rule
You can delete a rule from the details view.
Managing several rules in parallel
You can create as many rules as you need. When conditions are conflicting, the first rule in the list takes precedence. You should therefore place your most important rule at the top of the list. You can easily reorder the rules by dragging and dropping them to fit your needs.