Business rules for automation within prduct.com

A business rule defines when something happens (trigger), what must be true (conditions), and what should occur as a result (actions).

Business rules help automate repetitive or data-dependent tasks — such as updating attributes, triggering data collection via smart links, or creating tasks when documents meet specific criteria.

Best practices

Always start simple: test rules with one trigger, one condition, and one action.
Name rules descriptively so others can understand their purpose.
Deactivate rules before making major edits to prevent unwanted actions.
Use logs to verify execution and troubleshoot unexpected behavior.
For compliance workflows (like EUDR), ensure smart link actions are clearly defined and reference the correct attributes.

Creating or editing a Rule

Both new and existing rules are managed from the setting found by:

Click the 3 dots besides your name in the left corner.
Go to "My Organization"
Go to "Business Rules"

1. Basic Settings

In the basic settings you set the following settings for your new Business Rule:

Field	Description
Name	A short, descriptive title for the rule.
Description	Explains the purpose or logic behind the rule.
Rule Status (toggle)	Enables or disables the rule. Only active rules are executed automatically.

2. Trigger setup

A trigger defines the event that starts the rule. Triggers are intentionally generalized, meaning they capture broad platform events rather than specific origins (e.g., “Document created” applies to all document creation methods, not just CSV uploads).

After selecting a trigger, you may choose relevant document types or entities to narrow the scope.

Available Triggers

"Document added". Choose the specific document types:
- Brand
- Product
- Part (Component)
- Location
- Category
- Packaging
- Batch
- Unique
- Ingoing Invoices
- Outgoing Invoices
- Due Diligence Statement
"Document updated". Choose the specific document types:
- Brand
- Product
- Part (Component)
- Location
- Category
- Packaging
- Batch
- Unique
- Ingoing Invoices
- Outgoing Invoices
- Due Diligence Statement
"Document status changed". Choose the status that should trigger the rule:
- Live
- Draft
- Ceased
No trigger (Use this if you trigger the Business Rule with an action of another Business rule).

3. Rule Configuration

In the rule configuration you se the conditions and actions for you rule. Conditions define what must be true for the rule to execute.

When adding a condition, the system automatically creates:

an "IF" block (executed when conditions are met). This hold an condition and an action.
an "ELSE" block (executed if conditions is not met). This hold action that should be triggered if the IF statement is not true.

You can set several conditions and actions for each rule.

Conditions

Conditions define what must be true for the rule to execute. Below are the available condition types and their configuration options:

Condition Type	Description / Options
Has external ID	Checks whether an document has an external ID (true/false).
Is using data model	Checks if a document uses a specified data model (list of available datamodels).
Has document relation to	Checks if the document is related to other document types.
Has company relation to	Checks if the document is linked to a supplier or customer. Here you can choose a specific company or leave it blank to be any company.
Is of document type	Checks if the document is of a specific type. Etc. if the product is a variant. Keep in mind, some documents don't have types and can not be used with this condition.
Matches document attribute value condition	Checks whether a specific attribute on the document is given. The check can be: is empty, is not empty, is true, is false, is equal to, is not equal to, is in list.
*Matches attribute value on related* document**	Checks whether a specific attribute on a related document is given. The check can be: is empty, is not empty, is true, is false, is equal to, is not equal to, is in list.
Matches supplier field value	Check whether a specific field on a supplier has a selected value. Here you can choose all of your supplier fields (also custom ones) and give it a specific value to check against.
EUDR relevance check	Check if the HS code on any related documents is EUDR relevant or not (true/false).
EUDR missing due diligence	Check if the Due Diligence statement is missing (true/false)
Has document usage in the attributes	Check if there is a document related in a specified attribute.
Value of attribute matches to value of a relation attribute	Check if the value of attribute on the document matches to value of a attribute on a related document. The comparison can be set to: Equal, Greater then or Equal, Greater then, Lesser then or Equal, Lesser then.

Actions

Actions define what happens when a condition are met. You can add one or more actions under the IF or ELSE blocks. Below are the available actions types and their configuration options:

Action	Description
Initiate data collection via Smart Links	Sends smart links to gather missing or updated data. You can configure what attributes to collect, deadline for the link and what supplier to send the link.
Create a user task	Assigns a task to a user.
Change document status	Updates document status. The status options is: Live, Draft and Ceased.
Set data model on document	Applies a specified data model.
Trigger another business rule	Triggers a given business rule of your choice.
Send notification email	Send an email. You can configure the email and what supplier to send the email.
Schedule retry	Schedule a retry of the business rule. This can be set in period or as a one time retry.
Forward documents used in attributes to business rule	Forwarding a given document that is related in an attribute to a given business rule
Log execution status	Log a status to a given attribute. Here can be given a status and status code.

Logs and troubleshooting

The database icon next to a rule opens the execution log, showing all past runs and system responses.

Code	Meaning
200	Success – process completed successfully.
500	Failure – something went wrong or execution was interrupted.

These logs are especially useful when integrating with external systems or testing new rule setups. You can also manually trigger a rule with the green play button (useful for testing). However, this is not practical for large datasets or production-scale execution.

You can also log outcomes with the action "Log execution status".