A rule reads like a sentence.
You build it in the order you would say it out loud. First comes what sets it off, then the conditions it has to meet, and last what you want Clivio to do.
When a document is added, if it’s an insurance policy and the organization contains “Lemoine”, then add the tag “Liability” and create the task “Check the end date”.
This is the event that starts the rule, such as a document being added or updated, a tag being added, a deadline coming up, or a task getting done or running late. You can also run a rule by hand.
They look at the document, for example its type, its amount, the organization or its tags, and you combine them with AND and OR.
A rule can add a tag, create a task, send you an email or archive the document, and it can chain several of these. The full list is just below.
Triggers and actions on each plan
Most of them are already on the Free plan. Pro adds scheduled rules, incoming and outgoing webhooks, a trigger for received emails and the actions that use AI.
| Trigger | Free | Pro |
|---|---|---|
| Document added | ||
| Document updated | ||
| Status changed | ||
| Tag added | ||
| Added to a folder | ||
| Deadline approaching | ||
| Task completed | ||
| Task overdue | ||
| ManualYou run the rule yourself | ||
| Also on Pro | ||
| Document deleted or restored | ||
| Tag removed | ||
| ScheduledAt a set time or on a set frequency | ||
| Incoming webhookAnother tool calls the rule | ||
| Email received | ||
| Action | Free | Pro |
|---|---|---|
| Add or remove tags | ||
| Change the status | ||
| Archive | ||
| Set or clear a deadline | ||
| Comment on the document | ||
| Send an email | ||
| Create a task | ||
| Also on Pro | ||
| Outgoing webhookLet another tool know | ||
| Fill in a custom field | ||
| AI summary | ||
| AI extraction | ||
Conditions as precise as you need
Each condition compares a field of the document with a value. You link several of them with AND or OR and sort them into groups, and a group can hold other groups. An invoice over €1,000 from Imprimerie du Canal or Studio Bastide, for example, can be written exactly that way.
Fictional example.
You can also describe the rule in plain words.
If you would rather not fill in the fields, write the rule the way you would explain it to a colleague. The AI works out the trigger, the conditions and the actions from your sentence, and you read the result and test it before turning it on.
Having the AI build a rule uses one AI action. Building it yourself, field by field, uses none.
You see what a rule will do before it does it.
A test shows you which documents the rule would touch, without changing any of them. Once the rule is on, each run leaves a trace in the log.
Test before you turn it on
The test runs the rule against the documents you already have and tells you which ones meet the conditions. No action is carried out.
Turn it on or off
Each rule has its own switch. Rules run on Clivio’s servers, so you don’t need to keep the app open.
Read the log
Every run is listed with its date, the document involved and what the rule did. When a rule does something you didn’t expect, this is where you find out why.
Fictional examples.
Six rules you can copy.
WHEN a deadline is approaching, IF the type is Contract, THEN send me an email.
FreeWHEN a task is overdue, THEN send me an email.
FreeWHEN the tag “Paid” is added, THEN clear the deadline and archive the document.
FreeWHEN a document is added, IF the type is Quote, THEN create the task “Reply to the quote” and add the tag “To answer”.
FreeWHEN a document is added, IF the type is Invoice, THEN send a webhook to the tool of your choice.
ProWHEN a document is added, IF the type is Contract, THEN generate an AI summary and add the tag “To read”.
ProAbout automations
Can a rule move a document into a folder?
Not directly. To sort documents, use a smart folder, which fills itself based on your criteria. The rule adds a tag, and the smart folder gathers everything that carries it.
Can I get notified on Slack or on my phone?
No. Rules notify you by email. Nothing is sent to Slack and there are no push notifications. On Pro, an outgoing webhook can pass the event along to another tool you use.
What happens after 3 rules on the Free plan?
You can’t create a fourth one. Delete one, or move to Pro, where the number of rules isn’t capped. The Pro trial lasts 7 days. We ask for a payment method, but nothing is charged during the trial.
How much does a rule built by AI cost?
One AI action, the same as a question in AI chat. The Free plan includes 50 a month and Pro includes 500. A rule you build yourself, field by field, uses none.
Do I need to keep Clivio open for rules to run?
No. Rules run on Clivio’s servers, and every run is recorded in the log, whether you are signed in or not.
Read next
Write your first rule in one sentence.
The Free plan includes three automations, and you don’t need a credit card. With Pro, you can create as many as you like.