Rules: How to Use Them & Settings

How to use the Rules function in the Community Management App and the Monitoring App

Tereza avatar
Written by Tereza
Updated over a week ago

The rules function is a great tool for organizing, sorting, and tagging entries in both the Community Management App and the Monitoring App.

You can create as many rules as you want.


The Master Account user can access the settings of both mentioned apps – open the app and click on the setting icon on the top right corner (or right-click on the app tile 🟨 inside your workspace).

Then click Create new rule and give it some practical name.

The IF is the "rule" – and the THEN is what will happen.


Now define, what do you want to apply the rule for. You can choose from various options for the Message – meaning the incoming comment, post, etc. in the queue of the app – or the Original.Post.Content.

Message = DM/comment/review/other actions from a client.

Message Content = the content of an actual incoming message (comment, review...)

Message Recipient = one of your social media profiles.

Message Source = the source of the message, e.g. Facebook, Google, LinkedIn, Web Article...

Message Type = the type of the message, like Admin Post, Comment, DM, Review...
​Message Author Name = the name of the person who is sending the message

Original Post Content = the original post from the social media profile.

πŸ‘‰ This is very useful for social media contests when high amounts of people are interacting and commenting below your contest post, and you need to automatically archive all those comments (if you prefer to save your precious time not closing everything manually πŸ˜‰). Read this article to know how to set this up.


Choose the action that will follow after "if" happens.

You can select:

  • Assign To – assign it to your teammates (read here how to give them permission to access the app)

  • Send Email – sends a notification to an email address of your choice

  • Set Label – read how you can set and create labels here (compliment, complaint...)

  • Set Status – the native status set for both apps is Archive, which means that it will automatically close. You can find it later even after archiving if you use the filter and select Archive.

  • Set Tag – select any of your existing tags. If you need to know how to create a new tag, have a look at this article.


You can add more conditions inside one Rule by clicking on the PLUS BUTTON.

πŸ‘‰ Click the AND/OR BUTTON and then click again to switch between AND and OR.

  • AND means that you have to meet all the conditions at once.

  • OR means it will apply even if only one of the conditions is met.

Practical Examples

Message Content + Set Label/Set Tag + Assign to

If the message contains some specific word/words, it will automatically set a label or tag and assign it to someone from your team.

Message Source + Email

If you set a Source to Web Article (in the Monitoring App), once there is a new article, the app will send an email notification to the entered email.

Message Source + Set Label

If the message source is set to Facebook for example (in the Community Management app), it will automatically set a label of your choice. This can be very useful because you can see both Tags and Labels among the data in Statistics.

Original Post Content + Set Status + Archive

You could see this example above already. It will automatically close and archive incoming messages. We recommend also adding the label Contest (or tag).
More info here: Community Management: Automatic Archiving for Social Media Contests Posts

Message Type + Assign

If you have someone in your team who takes care of answering reviews, you can assign it to her/him.

If you have any questions, don't hesitate to contact us via the in-app chat. πŸ™‚


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