Automated Optical Frame Inventory Reorder
Every Monday, WebRun opens Crystal PM, scans the optical frame inventory for styles whose on-hand quantity is below par, drafts a purchase order email to each frame rep, and posts a Slack alert for your optical manager to review every PO before anything is sent.
How do I automatically flag low optical frame inventory and draft reorder purchase orders?
WebRun checks Crystal PM every Monday for optical frame styles below your par level, groups them by vendor, and drafts a purchase order email to each frame rep in Gmail. Your optical manager receives a Slack alert and reviews every draft PO before any order is placed with a supplier.
- Frame board gaps are caught every Monday before they affect patient choice
- No purchase order reaches a vendor without manager sign-off
- Each vendor receives a clean, itemized draft PO with no manual data gathering
Built for optical managers · optometry practice owners · independent eye care clinics · dispensing opticians
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.crystalpm.comin a real browser with your saved login - no setup, no API keys. -
1
Crystal PM - scan frame inventory for below-par styles
crystalpm.com
WebRun opens Crystal PM to scan frame inventory for below-par styles. - Open Crystal PM and navigate to the optical inventory or frame board section
- Filter for frame SKUs or collections where on-hand quantity is below the configured par level
- Group below-par styles by vendor or frame rep
- Capture the style, color, quantity on hand, par level, and assigned rep for each
Done when Every below-par frame style is listed and grouped by vendor with reorder quantities noted.
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2
Gmail - draft purchase order email to each frame rep
gmail.com
WebRun opens Gmail to draft purchase order email to each frame rep. - For each frame rep with below-par inventory, draft a purchase order email listing the styles and quantities needed
- Use the practice's standard PO format and include the practice billing address
- Leave every email as a draft in Gmail. Do not send to any rep without manager approval
- Subject-line each draft with the vendor name and today's date for easy identification
Done when A draft PO email exists in Gmail for every frame vendor with below-par inventory.
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3
Slack - alert optical manager to review before sending
slack.com
WebRun opens Slack to alert optical manager to review before sending. - Post a Slack message to the optical manager with the total vendor count and frame style count
- List each vendor and the number of styles below par
- Include a link to the Gmail Drafts folder for review
Done when Optical manager has a Slack alert with the inventory summary and a link to approve PO drafts.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it email frame reps automatically without anyone approving?
No. Every purchase order is drafted and left unsent in Gmail. The optical manager must review and click Send. No order is placed without explicit human approval.
How does it know the right par level for each frame style?
It reads the par levels configured in Crystal PM's inventory settings. You set the par levels once in Crystal PM and WebRun checks against them on each run.
Can it handle multiple frame vendors in one run?
Yes. It groups below-par styles by vendor and creates a separate draft PO email for each rep, so each vendor gets a clean, itemized order to review.
Related templates
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