Introduction

The Auto-Assign feature automatically fills in field values across orders, consignments, and stops based on configurable rules.

This helps to:

Standardise data
Speed up planning
Reduce manual data entry.

This feature's flexibility allows it to be used for various applications, such as routing decisions, customer references, region codes, and planning guides. Define rules once, and the system will consistently apply them to new or updated items.

Terminology

Term	Definition
Rule	A set of conditions and resulting field values. Rules determine which fields are automatically populated and when.
Configuration > Rules	The central area where you create, manage, and organise auto-assign rules.
Field	Any data item on an order, consignment, stop or cargo line that can be populated (e.g., customer reference, region code, vehicle category, extras).
Default Field	A standard field provided by the system that can be auto-filled.
Custom Field	A user-defined field that can also be auto-filled via rules.
Trigger	An event that causes rule evaluation, such as creating a new order, consignment, or stop.
Planning Group	A grouping used to organise planning resources and rules for easier management.
Resource	People or assets (e.g., drivers, vehicles, departments) that can be assigned or referenced in rules.
Asynchronous	Operations that occur in the background after the initial creation, allowing the main workflow to continue without waiting for the rule evaluation.
Synchronous	Operations that run immediately in the same process, potentially delaying the initial action until rule evaluation completes.
Extra	An additional service or item added to a stop or cargo line, such as taillift, cleaning or ADR handling. Extras can trigger charges on the rate card.
Stop extra	An extra that belongs to a stop. Configured under RATES > Order Input, with a setting for which stop types it applies to (Collect, Delivery, Other Stops).
Cargo extra	An extra that belongs to a cargo line (good) on an order. Configured under RATES > Order Input.
Cargo fields	The auto-assign category used to create rules that add cargo extras.

Create a Rule

🧰 Activate custom fields before creating rules that use them.

Click the link to learn more about 👉 Configuring custom and additional fields.

Navigate to CONFIGURATION > Rules.
From the 'Auto-assign' side menu:
Select the field to create the rule on
Options include:
- Consignment fields: default & custom fields associated to consignment
- Order fields: default & custom fields associate to the order
- Order transport network: will show networks active on the tenant
- Stop fields: default and custom fields associated to the stop
  - Stop fields also offers Extras in the Field dropdown. See Auto-assign Stop and Cargo Extras below.
- Cargo fields: extras associated to the cargo (goods) on an order. This category only shows when cargo extras are configured on the account.
- Trip resource assignment: assign internal & external resources

📚 Click the link to learn more about 👉 Planning - Auto-assigning resources

Click 'Add item' to start to build a Rule
- If adding multiple rules, name the rule for easy identification by clicking on 'Rule 1' and adding the name.
Complete the displayed fields:
- Field: From the drop down, select which field to populate automatically (e.g., customer reference, region code, postcode zone, vehicle category)
  - Options displayed here directly relate to the active default and custom field on the property
- Value: Define the value to populate for the selected field. Options displayed will depend on the Field selected
Conditions: Define when the rule should run (for example, on creation, or when a specific field is set).
- Calculation method: Multiple simple rules can run in sequence, or use complex rules (Excel table) to build a specific set of criteria for the conditions to apply to.
- Metrics / Operator / Value: Select the condition parameters that will apply in order to auto-assign the field.
Save the rule.

Using Rules

When a new order, consignment, stop or cargo line is created, the system checks the rules that apply to it.
Stop fields rules now also run for stops added to an existing order or shipment, not only for stops created together with a new shipment.
If a field requires information that is not yet available, the rule can wait for a subsequent input or run asynchronously, depending on the rule’s configuration.

‼️This applies to all Stop fields rules, including existing rules for regular fields. Stops added to existing shipments will now also be filled in by these rules. Review existing stop rules to check this is the expected result.

Use case: Orders - Tag an order for zone visibility

Auto-assign Order Transport Network

This can be used when users are members of a Transport Network, or have their own network setup. Auto-assign rules can be used to configure conditions where the transport network is automatically assigned.

Set up in the same way as the order, stop and consignment data fields.
Navigate to CONFIGURATION > Rules
From the side menu 'Auto-assign', select 'Order transport network'
Select the transport network from the dropdown
Set the conditions that will apply for the transport network to be auto-assigned.
- Options available will depend on the metrics selected

In the example below, the transport network configured will be pre-filled if the order is created and assigned to the Groupage department; which is also set to be auto-assigned when an order quantity is less than 5 units ordered.

‼️Limitations to note

If you use Order > Department as a metric in transport network rules, it won’t work for departments that are set automatically using other rules.
Transport network rules are currently being evaluated before the department rules.
Transport network only automatically assigned on order create
Last delivery / first collect matches not guaranteed for multi-consignment orders
Clearing Transport network during order create is not possible, but it can be removed after order creation

Other Auto-assign options

Department rules can be created to automatically allocate an order to a department based on set conditions.
- To learn more about Departments 👉 Click HERE
Add Resource groups to organise planning boards; easily filter, customise and improve planning and pre-planning visibility.
- To learn more about Resource groups 👉 Click HERE

Use Planning Groups rules to simplify allocating orders to specific planning groups.

To learn more about Planning groups 👉 Click HERE

Enable Overwrite on a Rule

📚 Available on Consignment fields, order fields and stop fields only.

NAVIGATE to CONFIGURATION → Rules.
SELECT the field type from the Auto-assign side menu (consignment fields, order fields and stop fields).
OPEN an existing rule, or CLICK Add item to create a new rule.
LOCATE the Overwrite existing values toggle within the rule configuration panel.
TOGGLE the switch:
- Toggle OFF (default) - the rule skips any field that already contains a value. Existing data is preserved.
- Toggle ON - the rule replaces the existing field value when the configured condition is met on a create or update event.
SAVE the rule.

📚 Existing rules are not affected by this change. No behaviour changes occur until the toggle is explicitly enabled on a specific rule. Overwriting is on-trigger only - the rule replaces the field value at the moment the configured condition is met (during a create or update event).

📚 The Overwrite existing values toggle applies to regular fields only. It has no effect on extras.

Limitations

The toggle is configured per rule. There is no global switch to enable overwriting across all rules at once, and no bulk action to toggle multiple existing rules in one step.
Overwriting is on-trigger only - the rule replaces the field value at the moment the configured condition is met (during a create or update event). Previously existing records are not retroactively updated; an edit or re-trigger of the affected record is required for the new behaviour to apply.

Auto-assign Stop and Cargo Extras

Auto-assign rules can now add extras, not just field values. Extras such as taillift, cleaning, customs handling or ADR handling no longer need to be ticked by hand on every stop or cargo line. When a stop or cargo line matches the rule conditions, the chosen extras are added automatically. This saves time and helps make sure the rate card always picks up the charge.

Stop extras are set up in the Stop fields category.
Cargo extras are set up in the new Cargo fields category.
Order fields and Consignment fields do not offer extras.

🧰 The extras must exist before they can be used in a rule. Only extras already configured under RATES > Order Input show in the rule's Value picker. Learn more about 👉 RATES - Stop extras and 👉 Cargo extras.

Use Cases

Product-based stop extra: a liquid bulk transport company with a large product catalogue needs a fixed stop extra (for example Baffled) every time a specific product is transported. A stop extras rule with a condition on the cargo product removes the need to add it by hand on each order.
Surcharge by area: a pallet network member needs a surcharge stop extra on deliveries to certain postcodes. A stop extras rule with a postcode condition adds the surcharge automatically.
Customer-specific extras: a delivery to a specific customer always needs a taillift. A stop extras rule with a customer condition and a Delivery stop type adds Taillift to every matching delivery.
Existing auto-assign users: companies that already rely on auto-assign rules for fields can now manage their recurring extras in the same place.

Create a Stop Extras Rule

NAVIGATE to CONFIGURATION > Rules.
SELECT Stop fields from the Auto-assign side menu.
CLICK Add rule to create a new rule, or OPEN an existing rule.
NAME the rule for easy identification (for example "Taillift - Customer X deliveries").
SELECT Extras from the Field dropdown.
SELECT one or more stop extras from the Value multi-select list.
SET the Conditions in the same way as any other rule (for example a customer, a product on the cargo, or the stop type).
SAVE the rule.

📚 A stop extra is only added to stops that the extra allows. Each stop extra has its own Collect, Delivery and Other Stops setting under RATES > Order Input. If an extra allows more than one stop type, add a rule condition to narrow it down (for example only delivery stops).

Create a Cargo Extras Rule

NAVIGATE to CONFIGURATION > Rules.
SELECT Cargo fields from the Auto-assign side menu.
CLICK Add item to create a new rule, or OPEN an existing rule.
NAME the rule for easy identification.
SELECT Extras from the Field dropdown.
SELECT one or more cargo extras from the Value multi-select list.
SET the Conditions for the rule.
SAVE the rule.

📚 Cargo extras have no stop type setting of their own. The rule conditions alone decide which cargo lines get the extra, so keep conditions specific.

🧰 If Qargo Intelligence is activated, 2 options will show when adding a rule:

AI based - creates rules using the Qargo AI Agent.
Manual - creates rules using the steps outlined above.

💬 Contact your Qargo Account Manager to learn more about subscribing to the Qargo Intelligence feature.

When Extras Rules Run

Stop extras rules run when a stop is created. This includes stops added to an existing order or shipment, not only stops created with a new order.
Cargo extras rules run when a cargo line (good) is created. The extra is added to that cargo line only. Other cargo lines on the same order are not changed.
The Conditions, Calculation method and Metrics work the same way as for regular field rules.

What Happens on the Order

Extras added by a rule behave exactly like extras added by hand. They show on the stop or cargo line, feed into rate cards and invoicing, and count towards resource compatibility.
Extras are never duplicated. If the extra is already on the stop or cargo line, the rule skips it.
When several rules match the same stop or cargo line, all of their extras are added together. This is different from regular fields, where only one rule's value is used.

Limitations - Extras

Rules only add extras. The Overwrite existing values toggle does not apply to extras. A rule never removes or replaces an extra that is already on the stop or cargo line.
Adding cargo later does not re-run stop rules. If cargo is added to an existing consignment, the stop extras rules for that consignment are not checked again. A rule such as "heavy cargo adds a forklift stop extra" only works when the cargo is already on the order at the moment the stop is created.
Internal stop type is not available as a condition. Adding an extra based on an internal stop type (for example a customs or cleaning stop) is not supported with these rules yet.
Rules do not add stops. Extras rules add extras to stops that already exist. They do not create new stops.
Existing records are not updated. Rules only run on new stops and cargo lines. Stops and cargo created before the rule was saved do not get the extra.
Only stop and cargo extras. Other items, such as incidents, cannot be added with auto-assign rules.

Troubleshooting

Issue	Resolution
Field Not Auto-Populated	Check that the rule is configured for the correct scope (order, consignment, trip, stop). Verify that the rule’s trigger is set to run at the appropriate time (creation vs. update). Ensure there are no conflicting rules that overwrite the value after it is set.
Incorrect Values	Review the rule’s Value definitions and any dependencies on other fields. Confirm that the rule’s conditions match the actual data context.
Rule Not Triggering	Confirm that the rule is enabled Check whether the rule relies on data that isn’t available at creation time.
Data Inconsistency after Updates	If a field is overwritten by a later rule, adjust the rule priorities or add additional conditions to prevent unintended overwrites.
Field value not overwritten despite toggle ON	Confirm the rule's trigger condition is being met on the record. Verify the rule scope matches the entity type (order, consignment, or stop). Check whether a later rule is resetting the field to a previous value.
Field remains empty after rule runs with toggle ON	Rules run on create/update events — the rule may not have fired yet. Re-save or re-trigger the affected record to evaluate the rule.
Unexpected values on existing records	Rules with toggle ON do not retroactively update existing records. Only records created or edited after the toggle was enabled will reflect the overwrite behaviour.
Extras not shown in the Field dropdown	Extras are only offered in Stop fields and Cargo fields, not in Order fields or Consignment fields.
Cargo fields category not visible	The category only shows when cargo extras are configured. Add cargo extras under RATES > Order Input first.
Stop fields category not visible	The category only shows when stop fields are available on the account. Contact the Qargo Account Manager for help.
Extra not listed in the Value picker	Check that the extra exists under RATES > Order Input and is not archived.
Stop extra not added to a stop	Check the extra's Collect, Delivery and Other Stops setting allows that stop type. - Check the rule conditions match the stop. - Check the stop was created after the rule was saved.
Stop extra not added after cargo was added to an order	Adding cargo later does not re-run stop rules. The cargo must be on the order when the stop is created.
Existing extra not replaced or removed by a rule	Expected behaviour. Rules only add extras, and the Overwrite existing values toggle does not apply to extras.
More extras than expected on a stop or cargo line	Several rules matched. Extras from all matching rules are added together. Review conditions on overlapping rules.
Cargo extra added to the wrong cargo lines	Cargo extras have no stop type setting, so the rule conditions alone decide. Make the conditions more specific.

Additional Tips

Start with a small set of high-impact rules and expand gradually to avoid complex interdependencies.
Document each rule with a short description of its purpose and the fields it affects.
Use a standard naming convention for rules to make discovery easy (e.g., “Route_Zones_AutoFill” or “CustomerRefs_Defaults”).
Regularly review and retire rules that are no longer needed or have been superseded by new configurations.

The Auto-Assign feature simplifies data management by automatically populating key fields according to well-defined rules. Streamline workflow, reduce manual data entry, and improve consistency across trips, orders, consignments, and stops.

💬 For further assistance setting up auto assignments, contact your account manager or Qargo support for help.

CONFIGURATION - Use rules to auto-assign fields.