Send-Out Rules

What send-out rules do

When a test is sent to a partner lab and more than one partner performs it, Kashef has to pick one. Without rules it uses each partner's Sending Priority (see Partner Labs). Send-out rules let you decide more precisely, for example:

• Send every test to the cheapest partner.
• Send urgent orders to the fastest partner.
• On Fridays and Saturdays, send everything to the one partner that works on weekends.
• Send Vitamin D from the Maadi branch to Partner A, with Partner B as a backup.
• Send hormone tests out even though your own analyzer can run them, for example while it is under maintenance.

Opening the page

For the whole lab, open CRM > Partner Labs and choose Send-Out Rules at the top of the page. Inside a partner, Send-Out Rules at the top (or Open send-out rules in the side panel) opens the page showing only the rules that can send to that partner.

The partner's side panel also lists the rules that name it, and how many other rules can pick any partner, including this one.

Creating a rule

Choose New rule. If you have no rules yet, you can also start from one of the examples. The editor walks you through six short steps, and a sentence at the top sums up what the rule does:

1. Name: a name your team will recognize, and the rule's priority number.

2. Where: all branches, or only the branches you pick.

3. Which tests: any test, whole test categories, or specific tests. Turn on Send out even if we can run it when covered tests must go to the partner lab even if one of your analyzers can run them.

4. When: days, hours, order priority (normal, urgent, critical) and start and end dates. Leave it empty to use the rule at any time. Quick buttons fill in weekends, after hours, working hours or urgent orders. Hours that pass midnight, such as 22:00 to 06:00, are fine, and times use the branch's time zone.

5. Send to: how to choose the partner:

   • Specific partner labs: the partners you add, in your order. The first is the first choice; the others are backups.
   • Partner priority: each partner's sending priority for the branch.
   • Lowest price: the partner that charges you the least for the test.
   • Fastest result: the partner with the shortest assay time for the test.

   For the last three you can pick a shortlist of partners, or leave it empty to choose among every partner that performs the test.

6. If none of these partners can do the test: Check the next rule (then the normal partner priority), or Don't send out so staff choose where the test goes.

The Live preview on the right shows where tests would go right now with the rule, before you save it. Pick a branch and a few tests to try it.

A partner is only used for a test when the test is on that partner's Tests & Prices list and the partner is active and receiving samples.

Which rule wins

Kashef checks rules in this order and uses the first one that has a partner for the test:

1. Rules for specific tests.
2. Rules for test categories.
3. Rules for all tests.

Within each step, rules for chosen branches come before rules for all branches, then the lower priority number comes first. Use the up and down arrows on a rule card to change the order of similar rules. The number in the corner of each card is its place in the checking order.

Rules that are off, outside their days and hours, outside their dates, or for another order priority are skipped. Orders that are already placed keep the partner they were given.

Rules for one branch

In a branch, open Operations > Samples Operations and choose Send-Out Rules at the top of the page. It shows only the rules that apply to that branch. Branch managers can add rules for their own branch; these are checked before lab-wide rules for the same tests. Rules set by lab management are shown with a lock and can only be changed by lab management.

Rules and flow map views

• Rules shows each rule as a card: where, which tests, when, and where it sends. Use the switch to turn a rule on or off, and the buttons to copy, edit or delete it. A copy starts turned off.
• Flow map draws your branches, rules and partner labs and the paths between them. Click a branch, rule or partner to highlight its paths, and double-click a rule to edit it. Solid lines go to named partners; dashed lines mean any partner that performs the test.

Use the search box and the partner, branch and status filters to find rules quickly.

Test a scenario

Test a scenario answers "where would this order go?". Pick the ordering branch, the tests, the order priority and the date and time, then choose Show where it goes. For each test you see the chosen partner with its price and assay time, the backups in order, and every rule that was checked with the reason it was used or skipped.

Connected AI tools

A connected AI tool can inspect routing rules, find tests and simulate where selected tests would go. With update access, it can preview and ask you to confirm a new or edited rule, activation, an inactive copy, deletion or a change in priority. Review the branches, tests, partners, schedule and fallback before confirming. Branch rules and inherited lab-wide rules keep the same ownership restrictions as this page; a copy of an inherited rule belongs to your selected branch and starts off. Lab-wide changes require company access. Simulation saves nothing, and changing rules does not dispatch samples or change existing transfers. If the configuration changes after your review, ask for a new preview.

Permissions

Viewing the page needs the lab-to-lab view permission. Adding, changing, turning off and deleting rules needs the lab-to-lab update permission, the same as editing partner labs.