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Rules and alert routing

Brain does a lot on its own: it moves stages, creates tasks, links emails and raises alerts. Rules lists every one of these automations, so you can check why something happened. Alert routing handles a specific kind of email: the automatic messages your company receives, such as monitoring alerts or reports from your clients' platforms.

Both are tabs of Brain > Settings > Automations & AI.

Read the rules

In Nucleo, go to Brain > Settings > Automations & AI > Rules. Rules are grouped by area of Brain. For each rule you see:

  • Its name and what triggers it.
  • Fixed or Configurable: whether you can change its behavior, and where.
  • What it produces.
Tip
Look here first when something changed on its own, such as a stage, a new task or a closed alert. The rule tells you what triggered it and what it does.

How alert routing works

An email that matches an alert routing rule never reaches your contacts' timelines. Instead, it feeds one task per day on the right project, assigned by default to the project's technical owner. The Routed column counts how many emails each rule has handled.

When an automatic sender keeps repeating, Brain proposes a draft rule on its own. You can also ask for proposals with Propose with AI. Every correction you make to a draft teaches Brain for the next ones.

A proposed rule also arrives as a Confirm rule suggestion on the Home of the right person: the project manager of the project the rule points to or, without a project, the manager of the area the alert is about, such as finance for invoices and payments, marketing for ads and campaigns, or development for servers and errors.

Note
A Confirm rule suggestion still open 14 days after it was proposed closes by itself. The draft isn't rejected: if the sender keeps writing, Brain proposes it again, up to date.

Create an alert routing rule

Steps

  1. In Nucleo, go to Brain > Settings > Automations & AI > Alert routing.
  2. Click New rule.
  3. In Sender, enter an exact address, or *@domain.com for a whole domain.
  4. Optional: in Subject pattern, enter the subject to match. Use * as a wildcard; case doesn't matter.
  5. In Label (task title), name the alert. It becomes the task title.
  6. In Action, choose:
    1. Create / update the project task, and then pick the Project and, optionally, the Assignee. Without an assignee, the task goes to the project technical owner.
    2. Ignore (internal notification, stays in inbox) to leave these emails in the inbox without creating tasks.
  7. Click Save & activate.

A newly activated rule also applies to the last 7 days of email.

Review draft rules

Steps

  1. In Nucleo, go to Brain > Settings > Automations & AI > Alert routing.
  2. In Filter, click Drafts. Drafts proposed by Brain say Proposed by the AI.
  3. For each draft, do one of the following:
    1. Click Confirm to activate it. Pick the project first if the draft has none.
    2. Click Edit to fix it, and then save.
    3. Click Reject to drop it. You find rejected rules under Rejected, and Reopen brings one back.

Pause, share or delete a rule

  • Pause stops an active rule without deleting it: it goes back to the drafts, where Confirm activates it again.
  • Rules you create are Personal. If you are an Owner or Admin, Extend to the whole company makes a rule apply to everyone, and Back to personal undoes it. Filter by Scope to see personal or company rules.
  • Delete removes the rule. The tasks it already created stay; new emails from that sender go back to the inbox.

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