OVIOO AIRules that read the mail so nobody has to.
A rule watches for something in the email and does something with it: a tag, a task, a checklist, a queue. Members propose rules; owners and admins activate them. Three modes decide how much a rule may do without asking.
- Move toDelays ▾⠿
- Tagsupplier ▾⠿
- NotifyOperations ▾⠿
- + add action
What a rule watches.
From the editor, in order.
Keywords
Words or phrases in the subject or body. “Type a keyword and press Enter.” Plain matching, no model.
Sender, mailbox, reference state
Mail from a domain, into a shared address, on a reference that just became confirmed — the conditions operations actually use.
AI matching
On the Business tier and above, a rule may also match on meaning — “this is a proforma”, “this asks for a document”. It says so on the rule, and it costs credits.
What a rule does.
Four actions. None of them sends an email.
Tag it
Add a tag and press Enter. Tags travel with the email and the reference.
Create a task
“What someone needs to do”, assigned to a person or a department, with a due date relative to the email.
Start a checklist
Name it — “Order fulfilment” — and list the steps: “What has to happen”, “Done when…”, and how many days each may take. OVIOO watches the mail for the done condition and ticks the step when it sees it.
Route it
Send a proforma to Finance’s queue, a request to a department, a document to its shelf. Nothing is ever sent outside the company by a rule.
Three modes. You choose the risk.
Every rule carries a mode. Safe acts only on what is certain and parks the rest in Review; Review everything parks all of it; Automatic acts on every match. Change the mode any time; the rule’s history stays.
Two screens close the loop. “Waiting for review” lists what rules would have done and lets you approve or dismiss each match with its evidence. “What rules did” is the log: which rule, which email, which action, when — and an undo.
- Safe Acts only where it is certainDeterministic matches run; anything a model decided waits in Review. The default.
- Review everything Nothing happens until you approveEvery match, deterministic or not, waits for a person. For the first weeks, or for rules that touch money.
- Automatic Acts on every matchTags, tasks and checklists apply as the mail arrives. Still visible in “What rules did”, still reversible.
Checklists: the rule that keeps going.
A confirmed job is not one action; it is six steps over three weeks. A checklist is a rule that follows it to the end.
- doneConfirm the supplierDone when… Vantage confirms by email3 days
- doneSend the scheduleDone when… the schedule reaches Castellane SA5 days
- waitingCollect requirementsDone when… the list arrives from Halden & Co10 days
- openIssue the paperworkDone when… the document is created on the reference2 days
- openSend the handover packDone when… it is sent to the project lead2 days
How a rule behaves
Automation is only worth switching on if you can predict it, see it and undo it.
Rules know which job a message is about
That is what separates this from an inbox filter. A rule can act on the fact that the message belongs to a confirmed job, from this company, asking for this — not merely that the subject contains a word. What it does next is worth doing.
Three modes, and Safe is the default
Safe acts only where the match was deterministic and holds anything a model decided. Review everything holds every match, which is where most teams spend their first weeks and where rules touching money usually stay. Automatic applies as mail arrives. All three log.
Two screens close the loop
One shows what is waiting for review with the evidence behind each match. The other is a log of what every rule actually did, with an undo. A rule you cannot audit is a rule you will eventually turn off.
Keywords, not syntax
Conditions are plain phrases and dropdowns — no regular expressions, no scripting, no query language. The person who understands the operation is the person who should be able to write the rule.
Checklists are a rule that keeps going
Most automation fires once and forgets. A checklist follows the job for three weeks: each step names what has to happen, what counts as done and how long it may take, and it watches the mail for the thing that closes it.
What a rule may never do
It cannot send a message, delete anything, or share a record outside the company. The most it does is organise, propose, route and notify — and every one of those is reversible.
Fair questions
The first useful rule is usually written in the first week, because the conditions are things you already say out loud: proformas from suppliers go to finance, delay notices get tagged and routed to the operations desk. There is nothing to model first.
The log shows what it did and undoes it. Before that, Review-everything mode means it does nothing until you approve each match — which is the setting most teams use while they are learning what a rule will catch.
They can route a document to finance and raise a payable for review. They cannot approve, schedule or make a payment. Approval follows your own limits and requires a person, every time.
Rules run as mail is processed. For Microsoft and Google that is server-side and continuous. For generic IMAP it depends on a connector running — which ships inside the desktop app, so it happens while somebody has OVIOO open.
See it around your own mailbox.
Connect the email you already have and watch the structure appear. Trial for the whole organisation.