Automation Rules: Overview
Automation Rules
Quick Summary: Define IF/THEN rules that automatically process orders — route to couriers, assign packaging, auto-approve, tag orders, and more. For: Clients Level: Beginner
Overview
Automation Rules let you define logic that runs automatically when orders are created or updated. Instead of manually assigning couriers, selecting packaging, or approving orders one by one, you set up rules that handle it for you based on criteria you define.
Each rule follows a simple pattern: IF [conditions match] THEN [perform action].
For example: IF destination country is US AND shipping option is "Express" THEN assign FedEx and LA warehouse.
Note: You may see Automation Rules or Shipping Options depending on your account configuration. Both serve the same purpose — defining how orders are processed. Contact your Account Manager if you have questions about which option is right for you.
Quick Start
- Navigate to Automation Rules in your portal
- Click the + button (or Setup automation rules if no rules exist)
- Enter a descriptive Rule Name (e.g., "US Express → FedEx")
- Choose an Action (e.g., Set Courier and Location)
- Add Conditions (e.g., Destination Country includes "US")
- Click Add to save the rule
- Toggle the rule to Active when ready
Note: New rules are saved inactive by default. Activate them only after reviewing the configuration.
What Rules Can Do
Actions
Each rule performs one action when its conditions match. Available actions include:
Courier & Warehouse
| Action | What It Does |
|---|---|
| Set Courier and Location | Assigns a courier and warehouse to the order |
| Change Warehouse And Courier When Out Of Stock | Switches to a fallback warehouse and courier if items are out of stock |
| Action | What It Does |
| -------- | ------------- |
| Set Fastest Courier | Automatically selects the fastest available courier for the destination |
| Set Courier and Location for return RMA | Assigns courier and warehouse for return orders |
Packaging
| Action | What It Does |
|---|---|
| Assign Packaging | Sets the packaging type for the order |
Processing & Approvals
| Action | What It Does |
|---|---|
| Override Approval type | Sets whether orders require manual approval or are auto-approved |
| Add tag to Order | Adds a tag to matching orders for filtering and reporting |
| Insure Order | Marks the order for shipping insurance |
| Action | What It Does |
| -------- | ------------- |
| Override Return Order Approval type | Sets the approval type for return orders |
Customs & Addresses
| Action | What It Does |
|---|---|
| Set Reason of Export | Sets the customs export reason (Gift, Sale, Sample, Return, etc.) |
| Add on document attachment and printing | Attaches required customs documents to the order |
| Assign Importer Address | Sets the importer address for customs declarations |
| Assign Exporter Address | Sets the exporter address for customs declarations |
| Assign Customs Broker Address | Sets the customs broker address |
Return Dispositions
| Action | What It Does |
|---|---|
| Restock Return Items | Automatically restocks returned items back to inventory |
| Quarantine Return Items | Sends returned items to quarantine for inspection |
| Dispose Return Items | Marks returned items for disposal |
Note: When a Restock Return Items rule runs, the system generates a Restock ASN (identified by the RASN prefix) at the next scheduled cutoff. The warehouse receives this ASN to process the restocked items. See ASN Overview for more about ASN types.
Tip: Each rule performs one action. If you need multiple actions on the same orders (e.g., set courier AND assign packaging), create separate rules with the same conditions.
Events (Triggers)
Events determine when a rule runs. You don't select the event directly — it is set automatically based on the action you choose. The Execute at field on the form shows which event applies.
Common trigger points: - Order creation or update — most actions trigger here - Order ready for approval — approval type override actions - Package assignment — packaging-related actions - Tag changes — tag-based actions - Return order creation — return-related actions - End of warehouse day — scheduled daily processing (e.g., auto-dispose return items)
Conditions
Conditions define which orders the rule applies to. Add one or more conditions to narrow down which orders trigger the action.
| Condition | What It Checks |
|---|---|
| Shipping Option | The shipping method on the order |
| Destination Country | Where the order ships to |
| Source Country | Where the order ships from |
| Destination State | State or province of the destination |
| Order Value | Total monetary value |
| Order Weight | Total weight |
| Package Dimension | Package size |
| Single SKU | A specific product SKU |
| SKU List | Multiple SKUs as a set |
| TAGs List | Order tags |
| Order content | Items and quantities in the order |
| Batteries | Whether order contains battery items |
| Battery type | Specific battery type |
| Liquids | Whether order contains liquid items |
| Shopify Location List | Shopify fulfillment location |
| Days since delivery | Days since the order was delivered |
| Condition | What It Checks |
| ----------- | --------------- |
| Warehouses List | Which warehouse the order is assigned to |
Return item conditions (for return disposition rules):
| Condition | What It Checks |
|---|---|
| Condition of return item | Physical condition of the returned item |
| Return Item SKU | SKU of the returned product |
| Reason for return | Why the customer returned it |
| Return Item Value | Monetary value of the return |
| Return Item Weight | Weight of the returned item |
| Return Item Batteries | Whether return contains batteries |
| Return Item Battery type | Battery type in the return |
| Return Item Liquids | Whether return contains liquids |
| Origin of return | Where the return shipped from |
| Number of days spent at 3PL | How long the return has been at the warehouse |
| Warehouse / 3PL location | Which warehouse holds the return |
| Days since delivery of Return Item | Days since delivered to warehouse |
Combining Conditions
- AND: Multiple conditions in the same group — all must match
- OR: Separate condition groups — any group can match
- Example: (Shipping Option = "Express" AND Country = "US") OR (Shipping Option = "Priority" AND Value > 200)
The Rules List
Your automation rules appear in a list showing:
| Column | Description |
|---|---|
| Name | Rule name |
| Courier | Assigned courier (if applicable) |
| Ship From Location | Assigned warehouse |
| Events | Trigger event |
| Action | Action type |
| Status | Active or Inactive |
Filters
Filter rules by:
| Filter | Description |
|---|---|
| Action | Filter by action type |
| Event | Filter by trigger event |
| Courier | Filter by assigned courier |
| Destination Country | Filter by countries in conditions |
| Status | Active or Inactive |
| Filter | Description |
| -------- | ------------- |
| Warehouse | Filter by assigned warehouse |
| Order Type | Filter by order type |
Note: Your filter selections are preserved for 15 minutes. If you open a rule to view or edit it and return to the list using the Automation Rules List link, your previously applied filters remain active. If you return after more than 15 minutes, filters are reset to their default state.
Managing Rules
Activating / Deactivating
- Open a rule and click Activate or Deactivate
- Only active rules process orders
- You can deactivate a rule temporarily without deleting it
Deleting a Rule
- A rule must be inactive before it can be deleted
- Open the inactive rule and click Delete
Matching Orders
Click Matching Orders on any rule to see which existing orders match the rule's conditions. This helps you verify your conditions before activating the rule.
Rule History
Click the history icon to see changes made to a rule over time.
How Rules Execute
- Rules run automatically when their trigger event occurs (e.g., order created)
- If multiple rules match the same order, the first matching rule's action applies
- Tags are an exception — multiple tag rules can all apply to the same order
- Rules only apply to orders that don't already have the relevant value set (e.g., a courier assignment rule won't override an existing courier)
Troubleshooting
| Issue | Cause | Solution |
|---|---|---|
| Rule not applying to orders | Rule is inactive | Open the rule and click Activate |
| Wrong orders matching | Conditions too broad | Add more conditions to narrow the match. Use Matching Orders to verify |
| Rule not triggering | Action's event doesn't match the order lifecycle stage | Check the Execute at event — ensure the order reaches that point |
| Multiple rules conflicting | Two rules with overlapping conditions | Review rule conditions. First matching rule wins (except for tags) |
| "No rules" empty state | No automation rules created yet | Click + or Setup automation rules to create your first rule |
Related Documentation
- Creating Rules — step-by-step rule creation guide
- Examples — ready-to-use rule configurations
- Orders Overview
FAQ's
Can I have multiple actions in one rule? No. Each rule performs one action. Create separate rules with the same conditions for multiple actions.
Do rules apply retroactively to existing orders? No. Rules apply when the trigger event occurs on new or updated orders. Use Matching Orders to see which existing orders would match.
What happens if I deactivate a rule? The rule stops processing new orders immediately. Orders already processed by the rule are not affected.
Can rules override each other? The first matching rule applies (except tag rules, which all apply). If you need a specific rule to take priority, review your conditions to avoid overlaps.