FAQ: Setting Up Rules

FAQ: Setting Up Rules

Q: How many notification rules can I create?

A: There is no published limit on the number of rules you can create. However, keep in mind that each rule adds a small amount of processing overhead. Start with the rules you need most, and expand as your business grows. If you find yourself with dozens of rules, review them to see if any can be consolidated or deleted.

Q: Can I apply the same rule to multiple products at once?

A: Yes, it depends on your system. When creating a low-stock rule, you can often select multiple products, product categories, or leave the product field empty to apply the rule to all products. Check your rule form for a multi-select field or category picker. If your system does not support multi-select, you can create separate rules for each product and assign them the same recipients.

Q: Can I send the same notification to multiple people?

A: Yes. When setting up a rule, the recipient field (or "users to notify") typically allows you to select multiple team members, either individually or by user group. Just click or check each person you want to include.

Q: What happens if a recipient leaves the company?

A: If a user is removed from your Usystems account, they will no longer receive notifications from any rules. You will not receive an error; the system simply skips that user. Review your rules periodically to ensure recipients are still with the team. You can edit the rule to remove the departed user or add a replacement.

Q: Can I temporarily disable a rule without deleting it?

A: Many systems offer a toggle or "active/inactive" switch on the rule page. Look for a switch, checkbox, or "Enable rule" option. If your system does not have this feature, you can temporarily delete the rule and recreate it later. (This is not ideal; ask your admin if a disable feature can be added.)

Q: Can rules trigger based on a field value, like "amount > 10,000"?

A: This depends on your system's implementation. Some systems allow basic field filters (e.g., "invoice total exceeds threshold"), while others do not. Check the rule form under the "Conditions" or "Filters" section. If your system does not support field-based conditions, you can create separate rules for different document types or use importance levels to prioritize critical alerts.

Q: How long does it take for a notification to be delivered after the event?

A: Notifications are typically delivered in real-time or within seconds of the triggering event. If you do not see a notification shortly after creating or modifying a document, check:

• The rule is active and saved
• The event (create, update, delete) matches your rule
• The recipient user is still active and has an email address on file
• The rule's scope (product, record type, location) matches the document you just created

Q: Can I test a rule before it goes live?

A: Yes. After creating a rule, perform the action it monitors (e.g., create a test invoice, add a test product, adjust inventory) and check that the notification arrives for the recipients you selected. This confirms the rule is working correctly without affecting your production data.

Q: What if I delete a rule by accident?

A: Once a rule is deleted, it cannot be recovered. You will need to recreate it from scratch. To avoid accidental deletion, your system may require confirmation when you delete a rule (e.g., a "Are you sure?" dialog). If you delete a rule and need to restore it quickly, contact your admin; they may have a backup of your rule configuration.

Q: Can I rename a rule?

A: Yes. Open the rule, click Edit, change the name, and click Save. Renaming does not affect the rule's behavior.

Q: How do I know which rules are active?

A: Check the rules list in Settings → Notifications. Active rules are usually marked with a checkmark, green indicator, or "Active" label. Inactive or disabled rules may show a gray indicator or "Inactive" label. Click any rule to see its full details and status.