How Rules Are Automatically Created From Vendors

Introduction

One of ARMOR's most powerful time-saving features is automatic rule generation from vendor configurations. When you create a vendor and define which manufacturers and models they service (using required and optional tags), ARMOR can automatically generate corresponding automation rules that match the vendor's scope. This eliminates the need to manually create individual rules for each manufacturer/model combination, dramatically accelerating the setup of preventive maintenance schedules and reducing configuration errors.

This article explains how auto-generated rules work, when and why they're created, how to control auto-generation, and how to customize auto-generated rules after creation.

How Auto-Generated Rules Work

The Vendor-to-Rule Connection

When you create or edit a vendor in ARMOR, you configure:

• Required Tags: Manufacturer and model tags that this vendor must match (e.g., Manufacturer = "Caterpillar" AND Model = "C15")
• Optional Tags: Additional tags that this vendor can match (e.g., Model = "C18" OR Model = "C32")
• Vendor Priority: Priority level for vendor selection

After you save the vendor configuration, ARMOR analyzes the required tags and determines whether this vendor has a clear, well-defined scope—meaning the vendor specializes in specific manufacturers and models. If the vendor configuration meets auto-generation criteria (explained below), ARMOR offers to automatically create one or more automation rules that apply to assets matching the vendor's tags.

Example:

• You create a vendor: CAT Power Systems
• Required Tags: Manufacturer = "Caterpillar" AND Model = "C15"
• Optional Tags: None
• ARMOR detects that this vendor specializes in CAT C15 generators
• ARMOR prompts: "Would you like to create an automation rule for CAT C15 generators using this vendor?"
• You click "Yes"
• ARMOR automatically creates a rule:
  • Rule Name: "CAT C15 PM - CAT Power Systems"
  • Applies To: All assets with Manufacturer = "Caterpillar" AND Model = "C15"
  • Trigger: Every 500 hours (default PM interval for diesel generators)
  • Vendor: CAT Power Systems
  • Order Description: "Perform preventive maintenance per manufacturer schedule."

The rule is created in Paused status, allowing you to review and customize it before activating it.

When Are Rules Auto-Generated?

ARMOR offers to auto-generate rules when:

1. You Create a New Vendor: After you save a new vendor configuration, ARMOR analyzes the vendor's tags and prompts you to create matching rules.
2. You Edit a Vendor and Add New Tags: If you add new required or optional tags to an existing vendor (expanding their scope), ARMOR detects the new tag combinations and offers to create rules for the new assets.
3. You Enable Auto-Generation in Account Settings: Some ARMOR accounts allow administrators to enable "Automatic Rule Generation" globally. When enabled, ARMOR automatically creates rules for all new vendors without prompting.

When Are Rules NOT Auto-Generated?

ARMOR does NOT auto-generate rules in these scenarios:

Scenario	Reason
Vendor has no required tags	Vendor is too generic (e.g., "services all equipment"). Auto-generation requires specific manufacturer/model scope.
Vendor serves multiple unrelated manufacturers	Vendor configuration is too broad (e.g., "services CAT, Cummins, Kohler, HVAC, and UPS systems"). ARMOR can't infer appropriate PM intervals for such diverse equipment.
A rule already exists for the same manufacturer/model/vendor combination	Prevents duplicate rules. ARMOR won't create a second "CAT C15 PM - CAT Power Systems" rule if one already exists.
You decline the auto-generation prompt	You clicked "No" or "Skip" when ARMOR offered to create rules.

What Auto-Generated Rules Look Like

Default Rule Configuration

Auto-generated rules use intelligent defaults based on equipment type and industry best practices:

Rule Field	Auto-Generated Value	Reasoning
Rule Name	[Manufacturer] [Model] PM - [Vendor Name]	Clear, descriptive name
Rule Status	Paused	Allows review and customization before activation
Applies To	All assets matching vendor's required tags	Matches the vendor's scope exactly
Trigger Type	Runtime-based (for generators, engines); Calendar-based (for HVAC, fire suppression)	Based on equipment type and typical maintenance schedules
Trigger Interval	500 hours (diesel generators); 12 months (standby equipment); varies by type	Industry-standard PM intervals
Vendor	The vendor that triggered auto-generation	Orders go to the vendor who services this equipment
Order Type	Service	Most auto-generated rules are for PM services
Order Description	"Perform [interval]-hour/month PM per [manufacturer] [model] maintenance schedule."	Generic but clear description; can be customized
Priority	Normal	Routine PM is typically normal priority
Requires Approval	Inherit from vendor configuration	Uses vendor's approval setting
Maintenance Mode	Enabled	Service orders typically require maintenance mode

Example: Auto-Generated Rule for CAT C15 Generators

Vendor Configuration:

• Vendor Name: CAT Power Systems
• Required Tags: Manufacturer = "Caterpillar" AND Model = "C15"
• Requires Approval: No

Auto-Generated Rule:

Rule Name: CAT C15 PM - CAT Power Systems
Rule ID: RULE-00042 (auto-generated)
Status: Paused (review and activate)

SCOPE:
Applies To: All assets with Manufacturer = "Caterpillar" AND Model = "C15"
Currently Matches: 12 assets

TRIGGER:
Type: Runtime-based
Interval: Every 500 hours
Offset: None

VENDOR:
Assigned Vendor: CAT Power Systems
Vendor Selection Mode: Fixed (always send to CAT Power Systems)

ORDER TEMPLATE:
Order Type: Service
Description: "Perform 500-hour preventive maintenance per Caterpillar C15 maintenance schedule."
Priority: Normal
Requires Approval: No (inherit from vendor)
Maintenance Mode: Enabled

NOTIFICATIONS:
Notify Users: None (customize if desired)
Pre-Trigger Warning: None (customize if desired)

CREATED:
Date: November 18, 2025 at 3:45 PM
Created By: ARMOR System (auto-generated from vendor)

The rule is ready to activate after reviewing and customizing (if needed).

Multiple Rules From One Vendor

When One Vendor = Multiple Rules

If a vendor's configuration includes optional tags with multiple model values, ARMOR may create multiple rules—one for each unique model combination.

Example:

• Vendor Name: CAT Power Systems
• Required Tags: Manufacturer = "Caterpillar"
• Optional Tags: Model = "C15" OR Model = "C18" OR Model = "C32"
• ARMOR detects three distinct models served by this vendor
• ARMOR offers to create three rules:
  • Rule 1: "CAT C15 PM - CAT Power Systems" (applies to C15 models)
  • Rule 2: "CAT C18 PM - CAT Power Systems" (applies to C18 models)
  • Rule 3: "CAT C32 PM - CAT Power Systems" (applies to C32 models)

Each rule can have different PM intervals because different models may have different maintenance requirements (e.g., C15 every 500 hours, C32 every 750 hours).

Equipment Type Detection

ARMOR analyzes the vendor's tags to determine equipment types and applies appropriate default intervals:

Equipment Type (Detected From Tags)	Default Trigger	Default Interval
Diesel Generators	Runtime-based	Every 500 hours
Natural Gas Generators	Runtime-based	Every 750 hours
Standby Generators (Low Use)	Hybrid (runtime OR calendar)	Every 500 hours OR 12 months (whichever comes first)
HVAC Systems	Calendar-based	Every 6 months (semi-annual)
UPS Systems	Calendar-based	Every 12 months (annual)
Fire Suppression	Calendar-based	Every 3 months (quarterly—regulatory requirement)
Compressed Air Systems	Runtime-based	Every 2,000 hours

These defaults can be customized after the rules are created.

Controlling Auto-Generation Behavior

Option 1: Accept or Decline During Vendor Creation

When you create a vendor, ARMOR displays a prompt:

AUTOMATION RULE SUGGESTION

ARMOR detected that this vendor specializes in:
• Manufacturer: Caterpillar
• Model: C15

Would you like to automatically create a PM automation rule for CAT C15 generators using this vendor?

[Yes, Create Rule]  [No, Skip]  [Customize Rule Before Creating]

• [Yes, Create Rule]: ARMOR creates the rule(s) immediately in Paused status
• [No, Skip]: No rules are created. You can manually create rules later if desired.
• [Customize Rule Before Creating]: ARMOR opens a rule configuration screen where you can adjust defaults before creation

Option 2: Enable/Disable Auto-Generation Globally

Administrators can control auto-generation behavior account-wide:

Settings > Order Management > Automation Rules > Auto-Generation Settings

Setting	Behavior
Auto-Generate Rules: On (Prompt)	ARMOR prompts users to create rules when vendors are created (default)
Auto-Generate Rules: On (Automatic)	ARMOR automatically creates rules without prompting (fastest, but less control)
Auto-Generate Rules: Off	ARMOR never auto-generates rules; users must manually create all rules

Option 3: Trigger Auto-Generation Manually

If you initially declined auto-generation but later want to create rules from an existing vendor:

1. Navigate to Order Management > Vendors
2. Find the vendor and click Edit
3. At the bottom of the vendor edit screen, look for: "Generate Automation Rules From This Vendor"
4. Click "Generate Rules"
5. ARMOR analyzes the vendor's tags and creates rules

This is useful when you've recently updated a vendor's scope and want to create rules for the new asset types.

Customizing Auto-Generated Rules

Reviewing Auto-Generated Rules

All auto-generated rules are created in Paused status. Before activating them, review and customize:

1. Navigate to Order Management > Automation Rules
2. Filter by Status = "Paused"
3. Click on the rule name to open the rule detail page
4. Review all fields (trigger interval, order description, priority, etc.)
5. Click "Edit" to customize any fields
6. When satisfied, click "Activate Rule" to enable it

Common Customizations

Field to Customize	Why Customize?	Example
Trigger Interval	Your PM schedule may differ from default	Change from 500 hours to 400 hours (more frequent PM)
Order Description	Add specific scope of work, part numbers, or instructions	"Perform 500-hour PM: oil change (15W-40, 12 gal), air filter #AF-123, fuel filter #FF-456, load bank test 1 hour at 75% load."
Priority	Adjust urgency level based on asset criticality	Change from "Normal" to "Urgent" for mission-critical generators
Requires Approval	Override vendor's default approval setting	Set to "No" (bypass approval) for low-cost routine PM
Pre-Trigger Warning	Receive advance notification before order is created	Add notification: "Email facility manager 30 days before PM is due"
Trigger Offset	Trigger early to allow scheduling time	Trigger 50 hours early (at 450 hours instead of 500) to allow 2 weeks for scheduling

Deleting Auto-Generated Rules

If an auto-generated rule isn't useful, you can delete it:

1. Open the rule detail page
2. Click "Delete Rule"
3. Confirm deletion

Deleting a rule does NOT affect the vendor configuration. The vendor remains active and can still receive manually created orders.

Real-World Scenarios

Scenario 1: New CAT Dealer Added to Fleet

Context: Your organization expands operations and contracts with a new CAT dealer to service 25 CAT generators at new sites.

Process:

1. You create the new vendor: CAT Dealer - West Region
2. Required Tags: Manufacturer = "Caterpillar"
3. Optional Tags: Model = "C15" OR Model = "C18"
4. ARMOR prompts: "Create automation rules for CAT C15 and C18 generators?"
5. You click "Yes, Create Rules"
6. ARMOR creates:
   • Rule 1: "CAT C15 PM - CAT Dealer - West Region" (applies to 18 C15 generators, triggers every 500 hours)
   • Rule 2: "CAT C18 PM - CAT Dealer - West Region" (applies to 7 C18 generators, triggers every 750 hours)
7. You review the rules, customize the order descriptions with specific PM tasks, and activate both rules

Outcome: PM for 25 generators is now fully automated. Setup took 10 minutes instead of 2 hours of manual rule creation.

Scenario 2: Expanding Vendor Scope

Context: Your HVAC vendor originally serviced only Carrier units. They've expanded capabilities and now also service Trane and York equipment.

Process:

1. You edit the existing vendor: HVAC Specialists Inc.
2. Update Optional Tags: Model = "Carrier" OR "Trane" OR "York"
3. Save the vendor
4. ARMOR detects new models and prompts: "Create automation rules for Trane and York HVAC units?"
5. You click "Yes"
6. ARMOR creates two new rules:
   • Rule 1: "Trane HVAC PM - HVAC Specialists Inc." (applies to 8 Trane units, triggers every 6 months)
   • Rule 2: "York HVAC PM - HVAC Specialists Inc." (applies to 5 York units, triggers every 6 months)
7. You activate the rules

Outcome: Existing Carrier rule continues working. Two new rules now automate PM for Trane and York equipment. All HVAC PM is now automated under one vendor.

Scenario 3: Declining Auto-Generation for Complex Vendor

Context: You create a vendor that services multiple unrelated equipment types (generators, HVAC, fire suppression, UPS). This vendor is too generic for meaningful auto-generation.

Process:

1. You create vendor: Facilities Services Company
2. Required Tags: None (vendor services everything)
3. Optional Tags: Type = "Generator" OR "HVAC" OR "Fire Suppression" OR "UPS"
4. ARMOR prompts: "This vendor serves multiple equipment types. Create separate rules for each type?"
5. You click "No, Skip" because:
   • Different equipment types have vastly different PM intervals and scope
   • You prefer to manually create targeted rules with specific descriptions for each use case
6. You later manually create four rules:
   • One for generator PM (500-hour interval)
   • One for HVAC PM (6-month interval)
   • One for fire suppression inspections (3-month interval)
   • One for UPS annual testing (12-month interval)

Outcome: Auto-generation was declined because the vendor scope was too broad. Manual rule creation allowed precise control over intervals and descriptions.

Troubleshooting Auto-Generation Issues

Issue: ARMOR Didn't Offer to Create Rules

Symptoms: You created a vendor, but ARMOR didn't prompt you to create automation rules.

Diagnosis:

• Vendor has no required tags (too generic)
• Vendor serves too many unrelated equipment types
• Auto-generation is disabled in account settings
• Rules already exist for this manufacturer/model/vendor combination

Resolution:

• Verify vendor has clear required tags (at least Manufacturer)
• Check Settings > Order Management > Auto-Generation Settings to ensure auto-generation is enabled
• Manually trigger auto-generation: Vendor Edit Screen > "Generate Rules"

Issue: Auto-Generated Rule Has Wrong Interval

Symptoms: ARMOR created a rule, but the PM interval is incorrect for your needs.

Diagnosis:

• ARMOR used industry-standard defaults, which may not match your specific requirements

Resolution:

• Edit the rule: Automation Rules > [Rule] > Edit
• Change the trigger interval to match your PM schedule
• Save and activate the rule

Issue: Auto-Generated Rule Applies to Too Many Assets

Symptoms: The rule was created with broad scope (e.g., "all CAT generators"), but you only want it to apply to a subset (e.g., "CAT generators at Boston site").

Diagnosis:

• Auto-generated rules use vendor tags, which may be broader than desired

Resolution:

• Edit the rule and add a Site Filter: "Only apply to assets at Boston Data Center site"
• OR change the asset filter to include additional tags: "Manufacturer = CAT AND Site = Boston"
• OR create asset-level overrides for assets that shouldn't use the rule

Best Practices

For Administrators

• Enable Auto-Generation: Use auto-generation to accelerate setup—it's faster and less error-prone than manual rule creation
• Review Before Activating: Always review auto-generated rules before activating them. Customize intervals, descriptions, and priorities as needed.
• Use Specific Vendor Tags: Configure vendors with clear, specific required tags (Manufacturer + Model) to enable meaningful auto-generation
• Decline for Generic Vendors: If a vendor serves many unrelated equipment types, decline auto-generation and manually create targeted rules
• Test Rules After Activation: Monitor the first 1-2 order creations to ensure rules trigger correctly

For Users

• Understand Rule Defaults: Auto-generated rules use industry-standard intervals—verify they match your PM schedules
• Customize Order Descriptions: The default description is generic—add specific PM tasks, part numbers, and instructions
• Set Pre-Trigger Notifications: Add email reminders 30 days before PM is due to allow scheduling coordination

Related Topics

• What Are Order Automation Rules? - Understand the fundamentals of automation rules
• Editing, Pausing, or Disabling Rules - Manage and modify automation rules after creation
• Asset-Level Behavior & Rule Overrides - Override global rules for specific assets
• How Vendor Filtering Works - Understand vendor tag configuration
• How to Create a Vendor - Configure vendors to enable auto-generation

Summary

ARMOR automatically generates automation rules from vendor configurations when vendors have clear, well-defined scope (specific manufacturers and models via required/optional tags). Auto-generation occurs when vendors are created or edited, eliminating the need to manually create rules for each manufacturer/model combination. ARMOR detects equipment types from tags and applies intelligent defaults for trigger intervals, order descriptions, and priorities. Auto-generated rules are created in Paused status, allowing review and customization before activation. Administrators can enable, disable, or customize auto-generation behavior globally, and users can manually trigger auto-generation from existing vendors. Multiple rules may be created from one vendor if the vendor serves multiple models. Common customizations include adjusting trigger intervals, enhancing order descriptions, setting pre-trigger notifications, and refining asset scope. Auto-generation accelerates automation rule setup from hours to minutes while reducing configuration errors.

For assistance with automation rule auto-generation or customization, contact the ARMOR Support Team.

Tags: orders, automation, rules, vendors, auto-generation, PM, preventive maintenance, setup, configuration