Let Rollie draft a sales order for you

Ask Rollie in chat to draft a sales order: what your admin must switch on first, how to place and confirm the order in the conversation, where the draft lands, and how to submit or cancel it on the order page.

You can ask Rollie, the AI assistant, to draft a sales order right inside the chat — no order form to fill in. Say who the order is for and what goes on it, check the summary Rollie reads back, confirm, and you get a draft order with its number and a link. The draft is a normal sales order in Draft status: it does not reserve stock and nothing ships until you process it on the order page, exactly like a draft you typed yourself.

Before you start: two switches must be on#

• Your admin has turned on Rollie’s order-drafting for your organization. If it is off, the chat simply does not offer this — ask an Owner or Admin to enable it (see “Give your AI assistant write access and check the audit trail”).
• Your own account must have permission to create sales orders. Rollie works with your permissions, never above them: if your role cannot create orders in OMS → Orders, Rollie cannot do it for you either, and will tell you that a permission is missing. Ask your admin to grant it under Admin → Roles & Permissions.

Step 1: Say the order in chat#

Open the Rollie chat and describe the order in plain words — for example: “Create an order for Acme Retail: 50 × SKU-100 and 20 × SKU-205, ship to their default address, needed by Friday.” Rollie first looks up the customer (and the client, if your organization works with clients), and each item, in your existing records.

• If several records match, Rollie lists the candidates and asks you to pick one — reply with the one you mean.
• If a customer or item is not found, Rollie says so plainly and stops there. It never invents a new customer or product. Create the record first (OMS → Customers, or Master Data → Products), then ask again.
• Prices always come from the system’s own pricing. A price mentioned in chat never applies — to change a price, edit the draft on the order page afterwards.

Step 2: Check the summary and confirm#

Before anything is created, Rollie reads back a summary: the customer, the client (if any), each line with its quantity, where it ships to, and the required date if you gave one. Read it carefully — nothing exists yet at this point.

• To go ahead, confirm in your next message — a clear “Confirm, create it” is enough. Confirming is a separate message on purpose: it proves you saw the summary.
• To change something, just say what to change (“make it 80 of SKU-100 instead”). Rollie discards the old summary and reads back a fresh one for you to confirm.
• The summary stays valid for 10 minutes. If you wander off and confirm later, Rollie will ask you to run through it again — just describe the order once more.
• Confirming twice never creates two orders — one confirmation can only ever produce one draft.

Step 3: Find the draft, then submit or cancel it#

Right after creating it, Rollie replies with the order number and a link that opens the order. You can also find it any time in OMS → Orders by filtering on the Draft status. The order page shows that this draft came from a chat with Rollie, and on whose request.

• To move it forward, use the order page: Allocate directly if your organization does not use an order review flow, or Submit → Approve → Allocate if it does. Rollie does not do this step in chat.
• To drop the draft, open it on the order page and Cancel it there — a draft can be cancelled directly.

If something goes wrong#

• “Not found” for a customer or item: the record does not exist yet or is disabled. Create or enable it first, then ask Rollie again.
• Rollie says the daily limit is reached: your organization has a per-day cap on chat-created drafts. It resets tomorrow, or ask your admin to raise it.
• Rollie says a permission is missing or the feature is not on: that is one of the two switches above — your admin can see exactly which one on the Rollie write-access page.
• Wrong quantity or wrong item on the draft: edit it on the order page like any draft (only Draft orders can be edited), or cancel it and ask Rollie to start over.

Docklify features used in this article#

• Rollie chat — open it from the assistant entry in the app; order drafting appears here once your admin enables it.
• OMS → Orders (/oms/orders) — find drafts with the Draft status filter; open one to Allocate, run the review flow, edit, or Cancel.
• Admin → Agent Crew Center → Rollie write access (/ai-agents/rollie-access) — where admins enable this feature and set its limits (admin article: “Give your AI assistant write access and check the audit trail”).
• Admin → Roles & Permissions (/admin/roles) — where your own “create sales order” permission comes from.