XBert Rules let you decide what happens to an XBert once it is raised, so your team doesn't have to sort each one by hand. For example, on the Grouped Overdue Bill Outside Normal Behaviour XBert, a rule can:
Assign larger overdue amounts to a manager: Total Overdue Amount greater than 10,000, then Assign to a Role, such as Manager.
Snooze small overdue amounts: Total Overdue Amount less than 500, then Snooze for 1 Months.
Escalate bills that are badly overdue: Days Overdue greater than 180, then Set status to the status your team uses for escalations.
Each rule belongs to one XBert, so every XBert can have its own set of rules.
Where to find Rules
Go to Automation, then XBert Automation.
Open the XBert you want to set rules for.
Click the Rules tab.
You'll see that XBert's rules, whether each one is ON or OFF, who changed it last and when, and how many conditions and actions it has.
You can also click the Rules count shown against any XBert in the XBert Automation list to go straight there.
💡 Custom XBerts: the Rules tab is available once your Custom XBert has been built and tested.
👉 Read more here: How to: Create a Custom XBert
Create a rule
On the Rules tab, click Add.
Give the rule a Name.
In the first Conditions step, choose All Clients or Selected Clients, then click Add Condition to add what the XBert must match.
Below the last step, click Add Action. To add another filter partway through, click Add Conditions instead. To add a step between two others, hover over the line between them.
Set the rule to Active, then click Save.
Choose which XBerts the rule should apply to:
Update future XBerts only leaves the XBerts you already have alone.
Update all existing and future XBerts also applies the rule to the open XBerts you already have.
💡 Drag steps by their handle to change the order. The first Conditions step can't be moved.
How a rule works
A rule is a list of steps that XBert runs in order, from top to bottom. There are two kinds of step:
Conditions decide which XBerts the rule applies to. If an XBert doesn't match, XBert stops there and skips the rest of the steps for that XBert.
Actions are what happens to the XBerts that matched.
The first step is always Conditions, so every rule starts by choosing which clients and XBerts it applies to.
1. Conditions
Each Conditions step has two parts.
1. Which clients it applies to
All Clients applies the rule to every client this XBert runs for.
Selected Clients lets you choose specific clients from the panel on the right of the screen.
If you add a second Conditions step further down, it can only narrow the list of clients, so the first option shows as All Remaining Clients.
2. What the XBert must match
Click Add Condition
Choose a field from the XBert, an operator, and a value. The fields you can choose depend on the XBert. Hover over a field to see what it means.
Field type | Operators | Value |
Number (amounts, counts) | equals, greater than, greater than or equal to, less than, less than or equal to | Any number |
Date | greater than, less than | A number of days, 1 or more. For example, "greater than 30 Days" matches XBerts whose date is more than 30 days ago |
Text | equals, does not equal, contains, does not contain, starts with, ends with, is not empty | Up to 100 characters. Capitals don't matter |
When a Conditions step has more than one condition, the XBert must match all of them. To act when either condition matches, create a separate rule for each one.
⚠️ If an XBert doesn't have a value in the field you've chosen, it won't match that condition.
2. Actions
Click Add Action, then choose what should happen:
Set status to changes the XBert's status. If you choose a completed status, XBert completes the XBert and removes it from any priority list.
Assign to assigns the XBert to a Role or to a specific User. With a role, XBert assigns it to whoever holds that role for that client. If no one holds the role for that client, the XBert stays as it is.
Snooze for hides the XBert for the number of days, weeks, months or years you choose.
Receipt Capture: Publish with XBert publishes the receipt to your client's accounting software. This only appears on the Receipt Capture Bill Agent and Bank Transaction Agent.
👉 Read more here: How To: Add Your Custom Statuses
👉 Read more here: How To: Assign Roles
👉 Read more here: How To: Publish Receipts Automatically with an XBert Rule
⚠️ A warning icon on an action means it needs fixing. This usually happens when the user or status it uses has been deleted, or when the user you chose can't see all the clients the rule applies to. XBert skips a broken action until it's fixed.
When rules run
XBert runs your active rules each time a client's data syncs, on that XBert's open XBerts. It skips XBerts that are completed or snoozed.
Receipts sent through Receipt Capture are checked as soon as their XBert is created.
Each action only happens once per XBert. If someone changes the status or assignee by hand afterwards, the rule won't change it back.
When a rule changes an XBert, it shows on the XBert's Activity tab, along with the name of the rule.
An XBert can match more than one rule, and XBert runs them in the order they were created.
Turn off or delete a rule
To pause a rule, switch it to OFF in the Rules list. It stays saved and stops running until you switch it back on.
To delete a rule, click the bin icon next to it. This can't be undone.
Need help?
If you have any questions, our support team is here to help!
Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io