Smartifie BOM user guide: bill of materials configurator, recipes and AI-drafted structures

Dashboard

Counters for active structures, draft structures, variants and AI drafts waiting, plus a set-up checklist for your first structure.

Steps

1. Open the Dashboard.
2. With no structures yet, select Choose a template.
3. Follow Set up your first structure: items, attributes, a structure, then a variant activated.

Structures

Every product structure and version, with code, product, kind (Discrete or Recipe), status and validity. Each row offers only the actions its status allows.

Steps

1. Search or filter by Draft, Active or Obsolete.
2. Select New structure or Start from a template.
3. Select Edit on a draft; View or New version on an active or obsolete one.
4. Select Configure to try or save choices.

Good to know

• Import structure file (Pro tools) opens an exported JSON structure as a new draft.
• The active structure marked Default is the one Smartifie Warehouse uses when a work order names none.

Structure

The editor for one version, in the tabs What it is, How it varies, What it is made of, Rules and Check & preview. Only a draft is editable.

Steps

1. In What it is, enter code, name and product, and choose Discrete or Recipe (Pro tools).
2. Set Made per and Unit, or for a recipe Batch size, Batch unit and Yield %.
3. Optionally set Assembly scrap %, Default, and Variant name and Variant code templates such as {W}x{H} {opening.name}.
4. In How it varies, select Add parameter and set type, values or range, default, Required and Question asked.
5. Select Save.

Good to know

• Leave How it varies empty for a fixed product.
• Saving is refused, naming the feature, if the structure uses something outside your plan.
• If someone else saved the structure meanwhile, you are asked to reload.

What it is made of

The lines: what is consumed, how much, in which unit and when.

Steps

1. Select Add line and pick the component.
2. Choose Fixed quantity, Formula, Percent of batch, Selected by condition, Phantom or By-product.
3. Enter quantity, formula or percentage, unit and scrap %.
4. Select the ... button on the line and set When, for example Only when opening is one of casement.
5. Set fixed loss, operation, reference designators, group or alternates if needed, then Save.

Good to know

• Percent, by-product, phantom, lookup tables, operations and alternates need Pro tools.
• Smartifie Warehouse sees only a line's main component, not its alternates.
• Import lines appends lines from Excel or CSV; they are stored when you select Save.

Rules

Combinations that are not made, or conditions that must hold. The configurator explains why something is refused.

Steps

1. Select Add rule and choose Allowed combinations or Rule.
2. For a table, list the parameters, choose whether rows are the only ones made or not made, and paste one combination per line (* means any).
3. For a Rule, write a condition such as not (opening = 'tilt_turn' and W > 1400).
4. Set Message shown and Severity, then Save.

Good to know

• An Error rule blocks saving a variant; a Warning only warns.

Check & preview

Validates the structure, lists findings per line and rule, and shows the explosion for the default choices. Activation puts a version in force.

Steps

1. Select Check and read the Findings.
2. Review component, quantity, unit, scrap and quantity with scrap.
3. Select Activate when no errors remain.
4. To change it later, select New version, edit, add What changed in this version, and activate.

Good to know

• An unknown component is a warning in a draft but blocks activation.
• Activation takes effect the same day; the previous version becomes Obsolete.
• Only drafts can be deleted.

Configure

Answer a structure's questions and see what the product needs as you choose.

Steps

1. Pick a product tree.
2. Answer the questions; choices show only values the rules allow.
3. Watch the preview, variant code and name update.
4. Select Save variant, or Back to defaults.

Good to know

• On a draft you can try choices but not save; Save variant stays disabled until choices are complete and no Error rule is broken.
• Saving the same choices again keeps the existing bill of materials unchanged.

Variants

Every saved configuration with code, name, structure version, choices, Smartifie Warehouse BOM code and date.

Steps

1. Open Variants.
2. Search by code or name.
3. Select Configure a variant to add one.

Items

Stock cards shared with your other Smartifie products, plus this product's class, stock unit and conversions for each item.

Steps

1. Select New item, enter code and name, and tick Create the stock card too if needed.
2. Choose class and stock unit.
3. Under Conversions enter length, area, weight or volume per piece, or density.
4. Select Save; Where used shows which structures consume it.

Good to know

• 15 built-in units are used: pcs, set, pair, kg, g, t, l, ml, m3, m, cm, mm, m2, h, min.
• An item flagged no stock card cannot be picked by Smartifie Warehouse.

Attributes

Dictionaries your products vary by, such as fabrics, colours or opening types; Choice parameters draw on them.

Steps

1. Select New dictionary and set code, name, kind and unit.
2. Select Add value, or Paste a list (code and name per line, tab or ; separated).
3. Optionally give a value Props (JSON) such as {"factor":1.1}, read as fabric.props.factor.
4. Select Save.

Lookup tables

Tables a formula reads, such as glass thickness by area. Pro tools.

Steps

1. Select New table, set code, name and match: exact value or range (from–to).
2. Paste rows from a spreadsheet with the answer in the last column.
3. Select Save and use lookup('code', key) in a formula.

Templates

Twelve industry starting points with worked examples.

Steps

1. Filter by industry and select Use this.
2. Check what will be added and tick Also create the stock cards that are missing if needed.
3. Select Create my product tree; it opens as a draft.

Good to know

• The window, kitchen cabinet, steel bracket and injection part templates need only core features; the others need Pro tools.
• The window and kitchen cabinet templates include cut pieces for the cut list.

AI drafts

Cloud edition only. Give the AI assistant (Claude, by Anthropic) a file or a description and get a DRAFT structure to review; nothing is saved until you apply it.

Steps

1. Check This month: X of Y drafts used.
2. Select Choose a file and/or type in Describe it, for example a 3-seat sofa in linen or velvet, three sizes; velvet not in the small size.
3. Read the upload notice and select Make a draft; it can take a minute.
4. The Draft review screen opens when the draft is ready.

Good to know

• Files: xlsx, xls, csv, pdf, png, jpg, jpeg, webp, txt; up to 10 MB, 2,000 sheet rows, 30 PDF pages by default.
• One draft is prepared at a time per company. Only returned drafts count; unused drafts do not carry over.
• If the screen says not in your plan, switched off in Settings, or cloud edition only, drafts are unavailable until that is resolved.

Draft review

Accept or reject every proposed row. Each row shows the assistant's confidence, its source words and the validator's findings.

Steps

1. Read the summary and The assistant asks.
2. Untick Keep on every parameter, item, line or rule you reject; check rows marked Low confidence first.
3. For items, Already yours means the code exists; tick Use to map to an item with the same name; New will be added.
4. Optionally use Ask for a change and Send.
5. Select Apply as a draft structure, or Discard.

Good to know

• Decisions are saved as you make them.
• The draft may be wrong or incomplete; check quantities before activating. It is not an assurance of compliance with any law or standard.
• AI-drafted rows stay marked in the Excel export and structure sheet.

Reports

The Where used report shows every structure that uses a given component, so you can see what a change to that component affects.

Steps

1. In Where used, pick a component and select Show.

Import and export

Excel, CSV, PDF and JSON files in and out, and a cut list for Smartifie Cut.

Steps

1. In a structure open Export: Excel workbook, Structure sheet (PDF), Structure file (JSON) or Cut list.
2. Select Sample sheet, fill it, then Import lines or Import items.
3. Open the cut list in Smartifie Cut; each material is its own order.

Good to know

• Excel and PDF are core; JSON and the cut list need Pro tools.
• Editor exports use the default choices.
• Import lines reads up to 2,000 rows and lists refused rows by number.

Settings

Company-wide defaults in the groups Structures, Materialisation, AI assistant, Company and Site.

Steps

1. Open Settings and search or filter by group.
2. Change a value; it is marked Changed.
3. Select the revert arrow or Reset all to go back.

Good to know

• Includes nesting depth, recipe tolerance, unit category check, cut-list unit, AI assistant enabled, longest PDF, company name and print footer.
• One default structure per product and the 64-character variant code are locked.

Licence

Edition and validity of the workspace. In the cloud the plan, add-ons, users and renewal are managed on your Smartifie account.

Steps

1. Open Licence to see edition and days left.
2. Select Go to my account to change the plan, add-ons or users on smartifie.com.
3. Sign in again; the change applies at your next sign-in.

Good to know

• When a trial or subscription ends, records stay readable and exportable but nothing new can be saved.