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Qargo Intelligence: Assign Fields Tasks — What, Why & How

Qi Assign fields tasks check a plain-language condition and, when it is met, fill in fields on orders, trips or stops automatically.

Written by Arynne Hargreaves

Summary

  • What is it?

    • A new type of Qi task called Assign fields.

    • When the task runs, it checks a condition. If the condition is met, it writes a value into one or more fields in Qargo.

    • The rule is set up by describing it in plain language to a chat agent. No technical knowledge is needed.

  • Why use it?

    • Standard Qi validation tasks can only add a tag. Many tags on one order or trip make the overview hard to read, and a tag cannot hold a value.

    • An Assign fields task stores a real value, such as a container number or a booking instruction, in a field that can be shown in overviews, on documents or in the customer portal.

  • How does it work?

    • The task is created under CONFIGURATION > Tasks like any other task.

    • The chat agent turns the description into a rule, which can be checked against a real order or trip before saving.

    • The value can be fixed (for example "BOOK TIMESLOT") or worked out from current data (for example "the next Monday from today").

    • The rule can overwrite an existing value or only fill the field when it is empty.

Prerequisites

  • Qargo Intelligence (Qi) must be enabled for the tenant.

  • Super Admin or Admin permissions to configure tasks.

  • Any custom field the task should fill in must already exist.

  • Familiarity with tasks is helpful. See TASKS - What, Why & How? and QI - Validation Tasks.

💬 Qargo Intelligence is an add-on. Contact the Qargo Account Manager if the Qi task option is not visible.

Use Cases

  • Show the container or trailer number to customers: when a resource is assigned to a trip, write the container or trailer number into a custom field that is visible in the customer portal.

  • Set booking instructions automatically: set a dropdown field to "BOOK TIMESLOT" when a timeslot time window has been selected.

  • Replace tags with one clear value: instead of several Qi tags stacking up on a trip, store the outcome in a single field that is easy to read and filter on.

  • Flag special goods: set a field when the goods on an order meet a condition, such as specific UN numbers, so it stands out to planners.

Terminology

Term

Definition

Qi task

A task that uses Qargo Intelligence (AI) to check or update data automatically.

Assign fields

The Qi task type that writes values into fields, instead of only adding a tag.

Chat agent

The AI assistant in the task modal that turns a plain-language description into a rule.

Condition

The check the rule makes first. Fields are only filled in when the condition is met.

Static value

A fixed value that is always the same, for example "BOOK TIMESLOT".

Derived value

A value worked out from current data, for example a container number or a calculated date.

Humanized / Technical

Two views of the same rule: plain English, or the underlying expression the system runs.

Validate

A check of the draft rule against one real order or trip, showing what would change.

Creating an Assign Fields Task

Open a New Qi Task

  1. NAVIGATE to CONFIGURATION > Tasks.

  2. SELECT the object the task belongs to, for example Orders or Trips.

  3. CLICK Add to open the new task modal.

  4. SELECT Qi task as the Task type.

  5. CONFIRM that the Assign fields type is selected. The chat agent panel opens.

📚 Selecting a different Qi task version closes the chat agent and returns to the standard tag-based Qi task.

Describe the Rule

  1. DESCRIBE the rule in the chat panel in plain language. Include the condition and the field and value to set, for example: "When a container is assigned, set the Container number custom field on the order to the container number."

  2. ANSWER any follow-up questions from the chat agent. It guides the description until the rule is clear.

  3. REVIEW the rule in plain language, using the Humanised view. Switch to Technical to see the underlying expression if needed.

  4. CHOOSE whether the value may overwrite an existing value, or should only be written when the field is empty.

📚 Use the exact name of the field to fill in, and of the field to read from. Similar fields (for example a resource's display name and its container number field) can hold different data.

Validate the Rule

  1. CLICK Validate. A search box opens.

  2. SELECT one order or trip to test against. Only one record can be validated at a time.

  3. REVIEW the result:

    • Rule applies - the condition is met, and the fields are shown with their values before and after.

    • Rule doesn't apply - the condition is not met for this record, so nothing would change.

  4. REFINE the description in the chat and validate again until the result is correct.

‼️ The rule is generated by AI and can be wrong even when it looks right. Validate against several records, including ones where the rule should not apply, before

Save the Rule and the Task

  1. CLICK Save rule in the chat panel. The chat closes and the modal shows an overview of the configured rule.

  2. COMPLETE the remaining task settings, such as the name and when the task should run in the workflow.

  3. SAVE the task. It appears on the task page with its rule.

🧰 Save rule must be clicked in the chat panel before the task itself is saved.

Edit an Existing Rule

  1. OPEN the task on the task page and click Edit.

  2. UPDATE the rule through the chat agent, which opens again for changes.

  3. VALIDATE and SAVE RULE again before saving the task.

What Happens When the Task Runs

  • The task runs at the point in the workflow it is scheduled for.

  • The condition is checked using data from orders, consignments, trips and stops.

  • When the condition is met, the value is written to the chosen field(s). The field then shows on the order, trip or stop like any manually entered value and stays editable.

  • A field that is already shown in the customer portal also shows the new value there. No extra set-up is needed.

‼️ Like all tasks, Assign fields tasks do not re-run automatically when data changes later. If the source data changes, the task must be run again to update the field.

Limitations

  • No automatic re-run: the task does not re-run when the input data is updated.

  • Supported objects: conditions use order, consignment, trip and stop data. Invoice and credit note tasks cannot use the Assign fields type.

  • Not yet supported as targets: time windows, vehicle categories, stop extras, cargo extras and incidents. These are planned for a future release.

  • Early stage: the feature is new and still being improved. Feedback on the chat agent and set-up screens is welcome through the Qargo Account Manager.

Troubleshooting

Issue

Cause / Resolution

Saving the task shows an error with no description.

The rule was not saved in the chat panel. Click Save rule in the chat first, then save the task.

The chat panel keeps loading and never finishes.

Refresh the page and try again. If it keeps happening, create the task again and contact Qargo Support.

The task ran but no field was filled in.

The condition was not met, or the rule reads the wrong data. Use Validate on the same record to see whether the rule applies, and refine the description.

The wrong value was written (for example a reference number instead of a container number).

The chat agent picked a similar field. Name the exact source field in the description, check the Humanized view, and validate again.

An existing value was not replaced.

The rule is set to only fill empty fields. Edit the rule and allow it to overwrite existing values.

The field shows an old value after a trailer or container was changed.

Tasks do not re-run automatically. Run the task again on the order or trip.

Assign fields is not available.

Qi is not enabled for the tenant, or the task object does not support it (for example invoices). Contact the Qargo Account Manager about Qi.

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