Rules Engine

Overview

The Rules Engine lets you define conditions and actions that fire automatically — no code required. Rules can trigger on document events, case status changes, or a recurring schedule. Navigate to Rules Engine in the sidebar to manage your rules.

Trigger Types

📥 Document Event

Fires immediately after a document is processed and reaches Ready status. Available events:

document_ready — fires after every successful AI extraction

Use case: Flag low-confidence documents, create cases for review, move documents to folders, notify your team.

📋 Case Event

Fires when a case changes to a specific status. Available events:

Event	When it fires
`case_resolved`	Case marked as Resolved
`case_closed`	Case marked as Closed
`case_ready`	Case marked as Ready
`case_in_progress`	Case marked as In Progress
`case_new`	New case created
`case_backlog`	Case moved to Backlog

Use case: Auto-approve documents when their linked case is resolved. Trigger webhooks to external systems on case completion.

⏰ Schedule (Heartbeat)

Scans all documents on a recurring timer. Configure the interval in minutes (e.g. every 60 minutes). The rule evaluates every document that matches its conditions on each scan. Use case: Alert on documents stalled in Needs Review for more than 3 days. Weekly compliance checks.

Conditions

Each rule supports up to 5 conditions combined with AND logic.

Field	Available Operators
`confidence_score`	greater than, less than, equal to
`total_amount`	greater than, less than, equal to
`status`	equals, contains
`doc_type`	equals, contains
`vendor_name`	is empty, is not empty, contains
`days_in_status`	greater than (heartbeat only)
Any custom field	equals, contains, is empty

Actions

Action	What it does
`set_status`	Changes the document status
`create_case`	Creates a new case linked to the document
`move_folder`	Moves the document to a specified folder
`notify`	Creates an in-app notification
`webhook`	POSTs a payload to an external URL
`flag_review`	Sets status to Needs Review

Multi-Step Approval Workflows

Case-event rules enable chained automation across documents and cases. Example: Low confidence → human review → auto-approve

Rule 1 (Document Event):
  Trigger: document_ready
  Condition: confidence_score < 70
  Action: create_case (priority: High)

Rule 2 (Case Event):
  Trigger: case_resolved
  Action: set_status → Approved

Rule 3 (Document Event):
  Trigger: document_ready (status = Approved)
  Action: webhook → QuickBooks endpoint

When a document extracts at 65% confidence, Rule 1 creates a High-priority case. An accountant reviews the document, resolves the case. Rule 2 fires and auto-approves the document. Rule 3 fires and exports to QuickBooks.

Loop Protection

The Rules Engine includes automatic loop detection. If a rule chain triggers itself recursively, execution stops after 5 levels of depth. Example of a loop that would be caught:

case_resolved → set_status Approved → document event → create_case → case_resolved → ...

The system logs a warning and stops execution at depth 5. No infinite loops are possible.

Default Rules

Every fresh RecordEngine deployment seeds 3 default rules:

Rule	Condition	Action
Low Confidence Extraction	confidence_score < 70	create_case (High)
Invoice Missing Vendor Name	doc_type contains invoice AND vendor_name is empty	create_case (Medium)
Large Invoice Requires Approval	total_amount > 10000	create_case (High)

These can be edited, disabled, or deleted from the Rules Engine page.

Execution Log

Every rule firing is recorded in the Rule Execution Log at the bottom of the Rules Engine page. Each entry shows:

📥 Document event / 📋 Case event / ⏰ Heartbeat icon
Rule name and document/case it fired on
Action taken and whether it succeeded
Timestamp

The Automation Flow graph in each document’s detail view shows the visual chain of events for that specific document.

API

Rules can also be managed via the REST API. See API Reference → Rules for full endpoint documentation.

Getting Started

User Guide

Deployment

Troubleshooting

FAQ

Overview

Trigger Types

📥 Document Event

📋 Case Event

⏰ Schedule (Heartbeat)

Conditions

Actions

Multi-Step Approval Workflows

Loop Protection

Default Rules

Execution Log

API

​Overview

​Trigger Types

​📥 Document Event

​📋 Case Event

​⏰ Schedule (Heartbeat)

​Conditions

​Actions

​Multi-Step Approval Workflows

​Loop Protection

​Default Rules

​Execution Log

​API

Overview

Trigger Types

📥 Document Event

📋 Case Event

⏰ Schedule (Heartbeat)

Conditions

Actions

Multi-Step Approval Workflows

Loop Protection

Default Rules

Execution Log

API