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, or stop that can be populated (e.g., customer reference, region code, vehicle category).
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.

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
- 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 you create a new order, consignment, or stop, the system checks applicable rules based on the defined scope and triggers.
Fields that are configured to auto-fill will populate automatically as soon as the rule runs.
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.

‼️ If competing rules for the same field, the system will apply the most recently evaluated rule or follow a configured priority order to prevent overwrites.

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).

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.

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.

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.

PLANNING - Using Planning groups

PLANNING - Auto Assign Resources

PN - Transport Network Auto HUB Split - What, Why & How.

CONFIGURATION - Calculated Activity Duration Rules - What, Why & How.

RATE CARDS — 'Any Stop' Conditions and Metrics — What, Why & How.