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When building a Custom Automation Workflow in SourceDay, your team can leverage a wide variety of filters to tailor automation to your specific business needs. These filters allow you to define exactly which supplier proposals should trigger a workflow and which should be ignored.
This article explains the meaning of each suggested filter and provides practical examples of how to use them effectively.
Note: These instructions are for Admins or delegates who have Custom Automation edit access.
Suggested filters for supplier change proposals
When a custom workflow is triggered by supplier proposals to change a PO line’s date, cost, or quantity, SourceDay will suggest a set of filters. These help you refine your workflow to focus on only the proposals that matter most to your team.
Here are the most commonly used filters:
Active date proposal (supplier)
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Definition: The date proposed by the supplier.
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Behavior: If the supplier does not propose a new date, this value defaults to the PO’s current collaboration date.
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Use case: Use this filter to detect whether the proposed date falls within an acceptable range of the current PO due date.
Active cost proposal (supplier)
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Definition: The cost proposed by the supplier.
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Behavior: If the cost remains unchanged, this value matches the PO’s current cost.
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Use case: Use this filter to catch and act on cost increases or decreases beyond a certain threshold.
Active quantity proposal (supplier)
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Definition: The quantity proposed by the supplier.
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Behavior: If no quantity change is proposed, this matches the current PO quantity.
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Use case: Use this to catch significant changes in order volume from suppliers.
Examples
Example 1: Auto-approve minor date changes
Goal: Take action only when:
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The proposed date is within 1 week of the current PO due date
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No changes are made to cost or quantity
Suggested filter setup:
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Active date proposal (supplier) → within 7 days of PO due date
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Active cost proposal (supplier) → equals PO cost
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Active quantity proposal (supplier) → equals PO quantity
This rule works well for trusted suppliers where minor date shifts are acceptable and don’t require manual review.
Example 2: Review cost increases
Goal: Take action only when:
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The supplier proposes a higher cost than the original PO line
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Regardless of any changes to date or quantity
Suggested filter setup:
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Active cost proposal (supplier) is greater than PO cost
(Leave the date and quantity filters blank to keep the rule broad).
This setup helps teams automatically identify cost increase proposals for further review or escalation.
Tips for effective filtering
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Start with narrow filters to reduce risk, then gradually widen them as you gain confidence.
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Combine multiple filters to precisely target certain supplier behaviors or order types.
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Test new workflows before by staging them to ensure they function as intended.