The document alerts feature is available if you would like periodic reminders about documents in particular states in Crstl's system. It will check if you have any documents matching its conditions, and it will notify you via email if there are any documents.

Use cases

This alerting tool is meant as a general purpose check on the status of your documents in Crstl's system. Here are a few example use cases where document alerts might be helpful.

New and Open POs

If you are just starting with Crstl, you might want a report of new purchase orders in your Crstl account. You can set one of those up by creating a document alert similar to the one pictured below, which captures Target DC 850s in the new or open state.

This document alert will notify you once a day to check on your purchase orders in the Crstl system.

Documents stuck in Draft state

If you are using Crstl to integrate with any other systems like Shopify, Quickbooks, Netsuite, or Cin7 then you might have automations configured to automatically send documents to or from one of these integrations. Sometimes when these documents do not have all the required information they will get stuck in a draft state. This is a great place to use documents alerts! You can configure an alert for the given trading partner(s) and document type(s) and you will get proactively alerted that these docs are in the draft state. That will give you an alert whenever documents happen to get stuck.

Documents stuck in Sent state

Most trading partners send 997 acknowledgements in response to any document they receive. In Crstl we represent this as the transition from the sent state to the accepted state for a given document. When a document is stuck in a sent state it can mean that the document has an issue. Similar to the draft state example above, you can create a document alert to be alerted to sent documents in your account, and reach out to Crstl or your trading partner to identify the issue.

More about document state tool

The information in this section is more detailed info about what the different filters and pieces of the document state tool entail.

Document types

EDI entails a number of different document types, each with their own document number. The document type corresponds to one of these documents. If you set a document type filter, your report will be scoped to just that document type. For instance, if you want to filter to only orders, depending on your workflow you should choose either 850 or 875 (or both).

Document state

Crstl has a number of different document states. The most important states to understand in the context of this feature are as follows:

New - This is a brand new document. If you think of Crstl as an email inbox, this is the equivalent to an unread email.

Open - This is a document that has been viewed. If Crstl's an email inbox this is your read mail

Sent - This is a document that has been sent to the trading partner, but we have not yet received a 997 for it.

Accepted - This is a document that has been sent to the trading partner and Crstl has received a 997 for it.

Frequency

The frequency of the alert dictates how often the condition of the alert is checked. The three options are hourly, daily, and weekly. The timing is based on GMT time, so hourly is approximately equal to when GMT minutes = 0. Daily is at GMT midnight, and weekly is on Mondays at GMT midnight. Please let us know if these do not suit your needs!