Overview
Conversation Rules allow users to automate processes within Conversations. Users can configure rules that trigger customizable actions when specified conditions are met. The available actions include assigning conversations, adding participants, tagging, closing, replying, and running workflow rules. Conversation Rules provide a way to streamline conversation workflows based on defined criteria.
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When Do Rules Apply?
Conversation Rules are evaluated differently depending on whether Bolt Assistants are involved. Let's break it down:
Without Bolt Assistants
Conversation Rules apply in the following scenarios:
New Conversations: Rules are evaluated for the first message of a new inbound conversation. Rules don't apply to conversations you initiate from the dashboard or a student's profile.
Reopened Conversations: If a closed conversation receives a new message, it's treated as a new conversation, and rules are re-evaluated.
Close conversations when they're finished to ensure proper rule evaluation.
With Bolt Assistants
Generally, Conversation Rules don't apply when Bolt Assistants are active in a conversation. However, there are two exceptions:
Bolt Assistant Handoff: If you have a rule with the "Bolt Assistant Handoff Intent" condition, it will be evaluated when a handoff occurs. The "Team Member Handoff" assistant skill (enabled at the Assistant level) disconnects the assistant and triggers the conversation rules with handoff intent conditions. For a comprehensive look at Bolt Assistant Handoffs, please read this article.
Moderation Flag: If you have a rule with the "Moderation Flag" condition, it will be evaluated when the assistant is disabled. For this to work, you must enable the "disable assistant" action on the moderation flag settings. You can explore Moderation Content and flag settings in this article.
How are Rules Processed?
This applies to conversations without Bolt Assistants only.
When an inbound message is received and matches the outlined criteria—a new message with no prior conversation history or a new message in a previously closed conversation—Element451 initiates a rule-checking process. The message is systematically compared against your custom rules in the Conversation Settings > General > Automation Settings.
This rule evaluation is conducted sequentially, from the top of your rule list to the bottom. This means the order in which your rules are arranged is critical; rules are checked in the order they appear.
The first rule that meets the conditions of the message is applied.
After applying this rule, the system ceases further checks for that message, ensuring that only the first matching rule is applied. Subsequent rules are bypassed.
Accessing Conversation Rules
To add rules, navigate to Engagement > Conversations > Settings > General.
Adding a New Rule
To create a new rule:
Click Add Rule at the bottom of the Automation Settings section. Once clicked, a slide-out sheet will appear, allowing you to configure your new rule.
Add a name for the rule at the top of the slide-out sheet.
Choose whether to enable it upon saving or leave it disabled (default). If you're going to test the new rule, we recommend leaving it disabled until you are ready to begin testing.
Add a description of the rule. This provides at-a-glance context of the rule when reviewing your list of rules on the Conversation Settings page.
Set your condition(s) for this rule. Each rule must have at least one condition. You can learn more about the conditions below.
Choose the action(s) for the rule to execute. Each rule must have at least one action. You can learn more about the actions below.
Click Save
If you still need to enable your rule in step three, remember to enable it once you're ready to test or go live.
Conditions and Actions
Conversation Rules are made up of conditions and actions.
Conditions
Conditions define the criteria for the conversation rule to trigger and execute the specified action(s). Conditions allow you to target automation rules to specific situations and populations.
If an inbound conversation meets the condition(s) of the rule, then the action will occur.
Condition Types
Condition Types
There are five types of conditions from which to choose, and you can combine multiple types:
Segment Reference: This condition loads an existing user segment. For example, if you have a transfer student segment and want all inbound conversations by transfer students to be tagged 'transfer,' you could use this condition.
Segment Builder: Creates a segment and filters your audience based on selected criteria.
Inbound Condition: Allows the rule to apply only to messages from specific channels by specifying the conversation channel the message is received on, such as Email, SMS, WhatsApp, and Messenger (Live Chat).
This condition uses Message Content filters, where you can apply regex for more precise control over which messages trigger the rule. Read more on using regex below.
Date Condition: Triggers rules at specified dates and times. Multiple filters can create date ranges and combinations.
Bolt Assistant Handoff Intent: When using Bolt Assistants, you can use this condition to trigger actions on a specific "message intent" or all messages at the time of handoff. For a comprehensive understanding of how Bolt Assistant handoffs work, please review the Bolt Assistant Handoffs article.
Moderation Flag Condition: This condition allows you to automate specific actions when a conversation is flagged using our Content Moderation tool.
Actions
Actions are the tasks executed when an automation rule is triggered by its conditions being met. Actions allow the automation rule to take valuable measures in response to the conversation.
Action Types
Action Types
There are six types of actions to choose from, and you can combine multiple types to accomplish more complex automation.
Assignment: Assign an individual or a Team to the conversation
Assignment is a single action and will only be executed by the first matching condition that the conversation meets
Conversations are only allowed one assignee
Add Participants: Add internal users to a conversation
Tag: Add a custom tag to a conversation for filtering
Close: Automatically close/end the conversation
Close is a single action and will only be executed by the first matching condition that the conversation meets.
Reply: Send an automatic message reply
Run Workflow Rule: Executes a workflow rule
Using Regex in Message Content Filters
When creating Conversation Rules, the Inbound Condition type includes a Message Content filter under “Common Conditions.” This lets you evaluate incoming messages using operators like “contains,” “does not contain,” or “exists.” By using regex (regular expressions), you can make these filters more precise to avoid unintended rule actions.
For example, you might create a rule to auto-close conversations when a contact replies with “stop.” However, using “contains” with the word “stop” could unintentionally close conversations with messages like:
“Can I stop attending for one term?”
“When can I stop by for a tour?”
Regex allows you to refine this rule by matching only specific scenarios, such as messages that start with “stop” or contain it as a standalone word. This ensures the rule only applies to relevant messages and prevents false positives.
How to Use Regex in Message Content Conditions
How to Use Regex in Message Content Conditions
Add a New Rule
Navigate to Engagement > Conversations > Settings > General > Automation Settings and click Add Rule.
Select the Inbound Condition Type
Under Conditions, choose Inbound Condition, and set the Message Content filter under “Common Conditions.”
Enter Your Regex in the “Value” Field
Use the contains operator and input your regex pattern to match the desired message structure. We provide several examples of regex patterns in the next section.
Save + Test
Before activating a rule with regex, test it to ensure it works as expected. Try different phrases that should and should not trigger the rule. For example, if you used
^stopas the value, the results should be:“Can I stop by for a tour?” (Should NOT trigger)
“Stop texting me.” (Should trigger)
Examples of Regex Patterns
Pattern Type | Regex Syntax | Explanation + Examples |
Starts With | ^stop | Matches messages that begin with the word “stop.”
✅ “Stop sending me texts” ❌ “Can I stop by for a tour” |
Ends With | stop$ | Matches messages that end with the word “stop.”
✅ “Please stop” ❌ “Stop sending me texts” |
Exact Match | ^stop$ | Matches messages that contain only the word “stop.”
✅ “Stop” ❌ “Stop texting” |
Contains | \bstop\b | Matches “stop” as a standalone word, not part of another word.
✅ “Please stop” ❌ “Stopwatch” |
Managing Rules
To manage your rules, navigate to Engagement > Conversations > Settings > General > Automation Settings.
Edit or Delete a Rule
To edit or delete a rule, click on the three dots to the far right of the rule.
Reorder Rules
A new inbound conversation is executed against all rules based on their order in your list of rules in the Automation Settings section of Conversation Settings. To reorder the rules, use the two horizontal lines to drag rules up or down.
Enabling/Disabling Rules
The enabled button should be turned on for active rules or turned off for unused ones.
Use Cases
Here are some ways that our partner institutions are using conversation rules:
Assign a conversation to an admissions counselor
Send an automatic reply when the office is closed for holidays
Send an automatic reply during nights and weekends
Assign a conversation or add a participant based on the intent of the conversation (e.g., financial aid or account balance)