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How-to

Runbook: Configure Order Task Rules

Navigation: Configuration → Order Management → Order Task Generation

When to Use This Runbook​

Use when setting up automated task rules for the first time, or when changing which staff member is assigned to a specific rule. These rules automatically create tasks in Operations → Tasks whenever a critical order event occurs — accounts receivable, subscription billing failure, or fraud review — so nothing falls through the cracks.

Who handles this: Owner or anyone with Configuration access.

Reference: 15-tasks-workforce-permissions.md — Part 2 for full field descriptions.

Step 1: Navigate to Order Task Generation​

  1. Go to Configuration in the left nav

  2. Click Order Management

  3. Click Order Task Generation

You'll see three rule builders: Accounts Receivable, Auto Orders, and Fraud Review.

Step 2: Configure the Accounts Receivable Rule​

Triggers a task when any order moves into the Accounts Receivable queue.

FieldRecommended Value
Enabled✅ Yes
Assign toOwner or Bookkeeper (whoever handles collections)
PriorityNormal
FieldRecommended Value
Enabled✅ Yes
Assign toCustomer Service (whoever handles subscription recovery)
PriorityHigh
Tagsfailed-billing, card-closed
Due Days1 (contact customer within 24 hours)
Expiration Days7

Rule B: Auto Order Cancelled Due to Repetitive Declines​

Triggers when the system automatically cancels a subscription after exhausting all retry attempts.

FieldRecommended Value
Enabled✅ Yes
Assign toCustomer Service
PriorityHigh
FieldRecommended Value
Enabled✅ Yes
Assign toOwner (fraud decisions require judgment)
PriorityHigh
Tagsfraud, review-required
Due Days1 (orders in fraud review hold up fulfillment)
Expiration Days3

Click Save.

Step 5: Verify Rules Are Active​

After saving all rules:

  1. Review each rule to confirm the toggle/enabled state is On

  2. Check that the "Assign to" user is a valid, active UltraCart user account

  3. Confirm the assigned user has Tasks access (they need to see tasks in Operations → Tasks)

  4. Confirm the assigned user has Daily Personal Summary enabled in their email notification settings (Configuration → Account → Users → [user] → Email Notifications) — this ensures they see their task queue each morning

Step 6: Test the Rules​

Test Accounts Receivable rule:

  1. Find a test order or use a development/test order in Operations → Orders

  2. Manually move it to Accounts Receivable status

  3. Go to Operations → Tasks and confirm a task was created and assigned to the correct user

Test Fraud Review rule:

  1. Find a test order and manually flag it for fraud review (or wait for a naturally occurring fraud flag)

  2. Confirm a task appears in Operations → Tasks assigned to the owner

Fully testing the Auto Order rules requires a subscription with a failed payment. Monitor the task queue after the first rebill cycle — if a card fails, the rule should fire within minutes.

Updating Rules When Staff Changes​

If the team member assigned to a rule leaves or changes roles:

  1. Return to Configuration → Order Management → Order Task Generation

  2. Update the "Assign to" field for each relevant rule

  3. Save

Also manually reassign any open tasks from the departing person:

  1. Go to Operations → Tasks

  2. Filter by Users → select the departing person

  3. Select all their open tasks

  4. Use Batch Edit → change assignment to the new responsible person

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