DEFINITION
A rule that runs by itself when a condition is met. In Clivio it reads “when, if, then”. For example, when a document is added, if it’s an invoice over €1,000, then tag it “To check” and create a task. You can also describe the rule in your own words and let the AI build it. The Free plan allows three rules, and Pro has no limit.
How a rule is built
A rule has three parts, in the order you would say them out loud. When is the trigger: a document added or updated, a status changed, a tag added, a document added to a folder, a deadline approaching, a task completed or overdue, or a run you start by hand. If holds the conditions, such as the type, the amount, the organization or the tags, combined with AND and OR and sorted into groups. Then lists one or more actions: add or remove tags, change the status, archive, set or clear a deadline, comment, send an email or create a task.
Pro adds scheduled rules, incoming and outgoing webhooks, an “email received” trigger, custom fields and the actions that use AI, such as an AI summary or AI extraction.
An example: large invoices to review
When a document is added, if its type is Invoice and its total is over €1,000, then add the tag “Needs review”, create the task “Check the invoice before paying” and send yourself an email. Before you turn it on, you test it: Clivio lists the documents that would match, without changing any of them. Once active, the rule runs on Clivio’s servers, even with the app closed, and each run is recorded in a log with the document it touched.
What a rule doesn’t do
A rule can’t move a document into a folder. To sort documents, let the rule add a tag, and create a smart folder that gathers everything carrying it. Rules notify you by email only, with no Slack or push notifications. The Free plan allows three rules, and Pro has no limit. Describing a rule in plain words and letting the AI build it uses one AI action; building it field by field uses none.
Frequently asked questions
Do I need to keep Clivio open for my rules to run?
No. Rules run on Clivio’s servers, and every run is recorded in the rule’s log.
Can a rule move a document into a folder?
Not directly. A rule can add a tag, and a smart folder can then gather every document that carries it.