Configure your first rule

Open Letters & Emails → Rules and click New rule.

1. Pick the trigger

The trigger is what sets the rule off. Three common types:

Pick the most specific trigger you can — it avoids the rule firing on every save.

2. Bind to a table

Pick which table this rule watches — Leave Applications, Orders, Memos. The trigger only listens to events on that table.

If your trigger is record.status_changed, you also pick the status field on that table (the one whose value changes drive the trigger).

3. Add conditions (optional)

Conditions are extra "only if" filters. Without conditions, the rule fires for every event matching the trigger.

Examples:

• status = "approved" — only on approval.
• days > 5 — only for long leaves.
• priority = "urgent" AND escalation_level >= 2 — only urgent escalations.

Conditions are AND-only in v1 — every condition must match for the rule to fire. Use multiple rules if you need OR logic.

4. Pick the message

Pick from your published messages. Drafts and archived messages don't appear here — only active messages.

5. Pick the recipients

Three recipient types:

• Requester — the person who created or last edited the record.
• Field on the record — a column that holds a user reference or email address (e.g. staff.email, assignee.email).
• Specific people — fixed users / groups, regardless of the record.

For most leave / approval flows, Field on the record pointing to the applicant is what you want.

6. Output channels

Tick how the message should be delivered:

• Email — sent to recipients' email addresses.
• PDF — generated as a downloadable letter on the record's detail page.
• In-app notification — appears in the recipient's bell.

A rule can use multiple channels. Combine email + in-app for important events users shouldn't miss.

7. Save and test

Save the rule. Trigger the event manually (e.g. flip a status to approved) on a test record and check the recipient inbox / detail page.

Where to next

• Conditions — narrowing when a rule runs.
• Common mistakes.