Add or edit a Smart event to automate a process

Related information

Related topics

• Platform triggers
• Using lists
• Create a customization strategy
• Customization Services vs Platform Services

The Smart events list shows the Smart events that have been directly added to your company or installed as part of a package. From the Smart events list, you can add new events or edit existing ones.

1. Go to Platform Services > All > Smart events.
2. From the Smart events list, add a new event or edit an existing one.
• To add a new Smart event, select Create.
• To edit an existing Smart event,

  Select Edit at the end of the row.

3. Use the Smart events wizard to add or edit the event.

1. Go to Platform Services > All > Smart events.
2. From the Smart events list, add a new event or edit an existing one.
   • To add a new Smart event, select Add.
   • To edit an existing Smart event, select Edit next to the event.
3. Use the Smart events wizard to add or edit the event.

Select an object to extend

Select the object to which you want to add a Smart event.

Smart events are applied to an object. The Owner object pull-down menu gives you a list of objects to which you can add a Smart event.

1. Open the Owner object pull-down menu.
2. Select the object to which you can add a Smart event.

If you select Order Entry transaction detail, Inventory Control transaction detail, or Purchase Order transaction detail for your Object, a second selector field for Document type appears. The document type represents the transaction definitions to which the customization is added. You can configure a customization to apply to multiple transaction definitions at once.

3. Select Next in the lower right corner.

Select event properties

Specify the type of action for the Smart event to perform, the event that will trigger the Smart event, and any conditions to meet for the Smart event to work.

1. Select an Action.

   Options include Email, HTTP post,or API.

   • Email: Emails a specified recipient when meeting the necessary condition. An email is the simplest action because the only outside information that you need is the recipient’s address. An example is a Smart event that kicks off an email to a supplier when an AP purchase invoice is marked urgent.
   • HTTP post: Given the required condition, the HTTP post method requests a web server to accept the data enclosed in the body of the request message. Requires a destination that's programmed to handle the post. An example is a Smart event that posts AP purchase invoice record numbers to an external app after the AP purchase invoice record number is recorded.
   • API: After meeting the relevant condition, an Intacct XML API call updates data in the company. For example, if the total due on an AP purchase invoice is greater than 5000, the Smart event API call updates the AP purchase invoice description.
2. Select the Events (required).

   Events cover the three things that a user can do with a record that triggers the Smart event. You can select one or all of the following options:

   • Add: The condition is checked whenever a new record is created.
   • Set: The condition is checked whenever a record is changed.
   • Delete: The condition is checked whenever a record is deleted.

Note that when working with Purchasing approval states, Smart events cannot fire based on partially approved or declined states.

3. Enter the Condition for the event.

   The condition is the rule that must be met to send an email or HTTP post.

   For example, let's say that the CEO gets an email when a user posts an AR sales invoice with a total greater than $10,000. The condition would be Invoice amount is greater than 10,000, written:

   {!ARINVOICE.TOTALENTERED!} > 10000

   If this condition is met, an email is sent when the AR sales invoice is created.

Optionally, generate an action for every event

If you want to generate an email or post for every event (Add, Set, or Delete) you select, leave the Condition field blank.

For example, you could leave the Condition field blank to send a sales manager an email whenever a customer record is added.

Select action properties

The fields change depending on the action that you select.

• Select email properties
• Select HTTP post properties
• Select API call properties
• Handle errors

Select email properties

Specify information about the email that you want to be sent when the Smart event is triggered.

1. Email (required): Enter a valid email address or addresses where the event email will be sent.

   Use the following email address format:

   Copy

   name@domain.com

   Separate multiple email addresses with a comma:

   Copy

   name1@domain.com, name2@domain.com

2. Subject (required): Text displayed in the subject line of the email.
3. Body: Text displayed in the body of the email. The body can contain injections.

   For example, when extending the Invoice object, consider referencing the user (always available), invoice number, and invoice amount in the body as shown here:

   Copy

   {!USERINFO.LOGINID!} has created 
   the Invoice {!ARINVOICE.RECORDID!} 
   for {!ARINVOICE.TOTALENTERED!}.

What happens next: Intacct validates the email addresses you enter for email actions. If an email action includes no email address, or the format is not valid, an error message is shown on the Smart event jobs page.

For more information, go to Company > Admin > Offline jobs > Smart event jobs.

Select HTTP post properties

Specify the URL of the external web server to which you want to post data. Select the GET or POST method, and enter the arguments you want to use. You can specify a timeout in seconds for the HTTP request (1-10 seconds). Select zero to "fire and forget", meaning send the HTTP post method, but do not await a response.

In the example used here, the HTTP methods POST or GET are used to send AP purchase invoice record numbers to an external website.

1. Enter the URL of the external website to which you want to post or get data.

   For example:

   http://www.example.com/example.php
2. Select the HTTP method that you want to use, POST to send information to a URL, or GET to request information from a server.
3. In the Arguments field, enter the arguments you want to use with the HTTP method, using one line per argument.

   For example, using the POST method, you might enter the following argument to send AP purchase invoice record numbers to the external website specified in the URL:

   BillRecNo={!APBILL.RECORDNO!}

   You can use Field lookup to insert injections from Intacct instead of adding them manually.

   Add an injection using Field Lookup

   1. Click in the text box where you want to add the injection, such as the Condition or Arguments text box.
   2. Select Field lookup on the upper-right of the page.
   3. Select the checkbox beside one or more injections that you want to add.
   4. Select Ok. The injections are automatically added.
4. Select the number of seconds you want to use for the HTTP Request Timeout.

   Select 0 to "fire and forget", meaning call the HTTP post or get method without awaiting a response.

Select API call properties

Specify the API call that you want to be sent when the Smart event is triggered. You can enter up to 5,000 characters in the API Body field.

Provide only the part of the request that's typically included between the open and close <function> tags for a full API call. The API call is made from the company that the user is logged into, so the XML wrapper and other header information are not required. Providing this information will cause an error.

For example, the following can be used to update the description on an AP purchase invoice:

<update>
 <APBILL>
   <RECORDNO>{!APBILL.RECORDNO!}</RECORDNO>
   <DESCRIPTION>Flagged</DESCRIPTION>
 </APBILL>
</update>

Optionally, you can select the Synchronous Smart event checkbox to ensure that the API Smart event is processed in a particular order. See Synchronous API Smart events for more information about execution triggering, rollback, and best practices.

Handle errors

• If the response to a request method arrives after the time specified in the HTTP Request Timeout, an error message indicates that the request took longer than expected.
• Response status codes are stored in the Smart event jobs.
• Ensure the validity of the email address to which you send emails through Smart events. Emails sent to incorrect email addresses will be shown as successfully sent.

For information about viewing Smart event jobs, details, and history, see Smart event jobs.

Select deployment options

Name your Smart event and describe what it does.

1. Smart link ID (required): The ID is used to find and edit your Smart event. Characters for the ID are limited to alpha-numeric and underscore with no spaces.
2. Description: Add a description that will help the user understand the purpose of this Smart event and how you want it to be used.
3. Status: The status of the Smart event is Active by default. You can change it by selecting Inactive from the pull-down menu.

Use reports to for Smart events audit trail history

Smart events are tracked in the Audit Trail. You can add reports to menus so that users can easily access the audit trail history. Follow the steps outlined in Set up and run an Audit History report.