Documentation / Faults, repairs and reminders
Automation rules
An automation rule does something for you when something happens in Fleet: when an event happens and if its conditions hold, then Fleet does the rule's actions. For example: e-mail the fleet office when a driver reports a fault that takes the car off the road, take a car off the road when its third-party insurance is three days overdue, or tell the driver their car is ready when the repair is completed.
Rules run in the background, usually within a minute of the event.
Who can see and change rules
Rules are part of the settings: users with the Settings permission under IntelliFleet in Administration > Roles can see, add and change them. Open Settings, then Automation in the Company group.
The list
The page starts with four tiles:
- Active rules, out of all your rules, with how many are paused or off.
- Runs, last 7 days, with how many were done, skipped and failed.
- Paused: rules that stopped after failing. The tile turns red while one is paused.
- Messages this month: the e-mails and pushes your company sent this month (all of them, not only the rules'), and how many your plan includes. See Usage and limits.
Under the tiles, a red notice names each paused rule and why its last run failed. Fix the cause (for example add the missing e-mail address to the user), or click Edit rule to change the action, then click Resume.
The table lists every rule: its switch, its name, When (the event), If (the conditions), Then (the actions), when it last ran and how it went, how many times it ran in the last 7 days and its Status: Active, Paused or Off. The switch turns a rule on or off at once; switching a paused rule on resumes it.
The run log
Click a row to see that rule's run log under the table: each run with when the event happened, the event and its vehicle, the outcome and what happened, newest first.
| Outcome | What it means |
|---|---|
| Done | Every action ran. |
| Skipped | A condition did not hold; the log says which one and what the event's value was. |
| Failed | An action still failed after the retries. |
| Not run | The loop guard stopped it: the event was caused by an action of a rule in the same chain. |
| Retrying | An action failed and waits for its next try. |
Failed shows only the failed runs, All outcomes all of them again. Export CSV saves the runs shown as a CSV file.
Add or change a rule
Click New rule, or the name of a rule. The editor has three numbered parts.
- When: pick the Trigger, the event that starts the rule, and give the rule a Rule name.
- If: add the conditions that must all hold. Each condition is a field, an operator and a value, such as Fault · off the road is Yes. A rule without conditions runs on every event of its trigger.
- Then: add the actions with Add action. They run in the order shown.
Use the Enabled switch to save the rule switched off, and click Save rule. Delete rule deletes a rule and its run log; what it already did stays.
Triggers
| Trigger | When it happens |
|---|---|
| Handover signed | Both sides signed a handover. |
| Fault reported | A driver or the office reported a fault or damage. |
| Repair completed | A repair was marked completed. |
| Due item becomes Due | A Due item entered its reminder window. |
| Due item Overdue | Once a day for each day a Due item is overdue: add a condition on the days overdue to wait a while. |
| Expense above amount | An expense was added: add a condition on the net or gross amount it must be above. |
| Odometer passes | An odometer reading was recorded: add a condition with passes and the value. |
| Invoice confirmed | A user confirmed a purchase invoice. |
| Invoice auto-confirmed | A KSeF invoice confirmed itself. |
| Booking requested | An employee asked for a pool car (bookings). |
Conditions
The fields come from the event (such as a fault's category or whether the car is off the road, an expense's amount, an invoice's seller), from the event's vehicle (its Branch, fleet, type, status and custom fields) and from the Employee. What you can compare depends on the field:
- yes or no fields: is;
- numbers: above, below, at least, at most, is, and for the odometer passes (the reading went from below the value to the value or more);
- text: is, is not, contains;
- lists: is, is not, is any of, is none of; with any of and none of tick every value that counts.
Type amounts with a comma or a dot, such as 2000,50.
Actions
| Action | What it does |
|---|---|
| Send e-mail | An e-mail with the event's details to a user, everyone in a role, or the vehicle's holder; an optional extra line goes above the details. |
| In-app notice | A notice under the bell to a user, a role or the holder. |
| Push to the driver | A push with your message to the holder's phone with the driver app. |
| Create a task | A task about the vehicle for the holder, a user or a role. |
| Condition-check request | Asks the holder to check the vehicle and answer in the driver app. |
| Set vehicle Inactive | Takes the event's vehicle off the road, with the reason you give. |
| Add a note | Adds a dated line to the vehicle's notes. |
| Send SMS | A short SMS to the holder, one employee or one user, with the event in their language. See SMS. |
The holder is the employee the vehicle is assigned to now; when nobody is, the event's employee. Actions about a vehicle are offered only for triggers whose event has one. E-mails, pushes and SMS count toward your plan.
An action never starts a rule again in the same chain: when a rule sets a vehicle Inactive or creates a task, no rule runs on that. Such a run is logged as Not run.
Test on the last event
Run test beside the editor runs the rule as it stands, saved or not, on the latest event its conditions hold on (among the 50 most recent of its trigger; when none of them matches, on the latest one, to show which conditions fail), without sending or changing anything. Events that another rule's action caused are left out, as no rule runs on them. It shows the event, how many conditions hold, the conditions that do not, and what each action would do, such as Would e-mail 2 users with their names. An action that would fail says why, for example when the vehicle has no holder or nobody it goes to has an e-mail address. When no event of the trigger has happened yet, it says so.
When a rule fails
When an action fails, for example the mail server is busy, Fleet tries the run again after 1, 5 and 30 minutes. When it still fails, the run is Failed. After three failed runs in a row the rule pauses and its owner, the user who created it, gets a notice. The rule stays paused until someone resumes it from the list or switches it on.