When all of a Job's purchasing has arrived, your team shouldn't have to notice it and update the Job by hand. You can set up an automation that moves the Job to the next production stage as soon as its purchasing is received.
This works because a Job's Purchasing status is calculated by Hoops and changes by itself as items are put on Purchase Orders, ordered, and received. To learn what each status means, see Understanding Purchasing Status on Jobs.
Example: move a Job to production when its purchasing is received
The automation follows this sequence:
The Job's calculated Purchasing status changes to RECEIVED.
Hoops detects the change.
The automation updates another Job status, such as a production status, or sends a notification.
The same pattern works for other changes, such as notifying your team when a Job is fully on Purchase Orders or when something goes on backorder.
What the automation can do
When the Purchasing status changes to a status you choose, the automation can:
Update Job Status: set another status on the Job, such as a production status;
Notify: send a notification to your customer, the Job owner, or someone on your team.
The Purchasing status is calculated by Hoops. It can start an automation, but an automation can't set it. The status an automation sets must be one of your customizable Job status columns.
Create the automation
Go to Settings and select Automations.
Select ADD AUTOMATION.
Under Select Entity, choose Job.
Under Select Automation Type, choose Status Change.
Enter an Automation Name, for example "Purchasing received".
Next to If the, choose Purchasing as the status.
Next to status is changed to, choose the status that should start the automation, for example Received.
Under What should we do?, choose Update Job Status or Notify and complete the options. For the example above, choose Update Job Status and pick the production status you want to set.
Select SAVE.
You can choose more than one Purchasing status for the same automation.
Choose the right Purchasing status
To start the automation when... | Choose |
Everything for the Job is on a Purchase Order | All on po |
Everything has been ordered | Ordered |
Everything has been received | Received |
Nothing arrived | Not received |
Something goes on backorder | Backorder |
Nothing needs to be bought | No purchasing |
Any change at all | Anything |
Good to know
The automation responds to a change. It starts when the Purchasing status changes to your chosen status. A Job that is already at that status doesn't start it.
The Job's status must reach Received for every Vendor. Because Purchasing covers all of a Job's Vendors, it doesn't reach RECEIVED until every item has been received.
If you choose Anything, the automation runs every time the Purchasing status changes.
Items marked No Purchasing Needed aren't counted. If all the remaining items are marked this way, the Job can still reach a status such as RECEIVED or NO PURCHASING and start your automation. See Order Later or Mark Items as No Purchasing Needed.
For how automations work in general, including triggers, actions and other automation types, see Create Powerful Automations. For how the Purchasing status compares with Purchase Order, Vendor and Accounting statuses, see Understanding Purchase Order Status.