Some work takes several steps, and a later step needs what an earlier one makes: register 40 t of maize, split it into four lots, process each lot, then deliver one of them to the mill. The split cannot be proposed before the lot exists. A plan holds every step of that work. You approve the plan once; A-REX then proposes each step as soon as the steps before it are done. Every step is still approved on its own, by the people who approve that kind of change.
Ask the assistant for a plan
- Open the assistant and describe the whole job in your words, for example "register 400 sacks of 100 kg of maize, split them into 4 lots and deliver lot A to Warehouse 1".
- The assistant asks with a card for what it cannot read from your records, such as who holds the lot, the sack size and the number of sacks, and checks that the numbers add up.
- It drafts the plan and shows it as a card in the conversation. Nothing is proposed yet.
Every plan is also listed in Plans. A step the platform cannot do for you, such as loading a truck, becomes a task that a person marks done. When the plan needs a product, site or party you do not have yet, the assistant adds a task that creates it: see Create what the plan needs.
Approve the plan
Open the plan from its card with Open plan, or from Plans. Read each step: its sentence says what it does, and the steps before it say what it waits for. When the plan is right, select Approve plan and enter a code from your authenticator app.
The plan opens in a panel over the page you are on, with every step and action, so the conversation or the list stays where it was. Open full page shows it on a page of its own.
Only the member the plan was drafted for can approve it. A draft that is not approved within 7 days is cancelled. Once approved, the plan has a deadline, 30 days by default, shown under its title.
Follow the steps
The page of a plan shows its steps in order, each with its state:
- Planned: it waits for the steps before it ("Waits for step 2").
- Waiting for approval: its request is in Proposals. Open the approval opens it. The people who approve that kind of change get their usual notification.
- Waiting for you: a task done outside the platform. Select Mark done once it is done.
- Done, Skipped or Cancelled.
The plan itself reads Running, Needs you, Done or Cancelled, with how many steps are done. The page follows the plan live: you do not need to reload it.
Follow the plan in the conversation
Once you approve a plan, its progress appears in the assistant conversation where it was drafted, as it happens: "Step 1 done: Register lot MAI-2026-304", "Step 2 waits for approval", "Step 2 needs you: rejected". If the conversation is open, each line appears at once. If it is closed, the lines are there the next time you open it. The plan's card above follows the same steps live, and the plan's page in Plans lists every change under History, with Open the conversation.
Approve a step in the chat
When a step waits for approval and you are one of the people who approve that kind of change, its card in the conversation shows Approve and Reject. Read what it does, add a reason if you want, and select Approve: A-REX asks for your second factor, as in Proposals. Once approved, the card shows where the step is (recorded, or why it failed) and the plan moves on.
The same rules apply as in Proposals: who may approve, a second person where your company asks for one, and the changes an owner may approve when the assistant proposed them at their request. When you cannot decide it, the card says why and the approvers get their usual notification. A step decided together with others, a delivery to a restricted recipient, or a certificate whose document you must open first is decided in Proposals: the card links there. The assistant never approves anything; only your click does. A single proposal the assistant creates for you gets the same card once it is created.
Ask how your plan is going
Ask the assistant "how is my plan going?" in the same conversation. It knows what happened since its last answer: which steps are done, which wait and for whom, which stopped and why, and what you can do. When something new happened, it tells you first. When the plan is finished, it offers the next step.
Create what the plan needs
When a plan needs a product, site or party that is not in your records yet, one of its steps is a task such as "Create the product Maíz en grano". The steps that use it wait for that task.
- On the task, select Create in Directory. The form opens with the name, the code and the unit from the plan already filled in.
- Check the form and save it. You come back to the plan with the new product selected.
- Select Mark done and enter a code from your authenticator app.
If you already have it, choose it under Or pick an existing one instead. Type its name or code to find it. Only records that match the plan can be chosen: a product with the same code and unit, or a site or party of the same kind. The others stay in the list, greyed out, with the reason, such as "Not offered: it is counted in tonnes, the plan needs kilograms". The steps that use it are proposed with that record. If it was archived or changed in the meantime, the step stops and says why.
When a step stops
When an approver rejects a step, or it fails or expires, the plan shows Needs you and the steps after it wait (Blocked). You get a notification that opens the plan on that step.
On the step you can:
- Propose again: it is proposed again as approved, after you fixed what the reason said.
- Skip: the steps after it go on without it. Skipping is refused while a later step uses a lot this step creates.
- Cancel the plan (see below).
Cancel a plan
On the plan's page, open Actions and select Cancel plan, then add a reason if you want. Steps not proposed yet never will be. Requests still waiting for a decision are withdrawn, and their approvers are told why. What already ran stays in your records. The member the plan was drafted for, an owner or an administrator can cancel it.
Find your plans
Plans lists your company's plans, newest first, with their status, the steps done of all, who they were drafted for and when they last changed. Filter by Status or by Drafted by Me, or search by the plan's title or goal. Select a row to open the plan.