> ## Documentation Index
> Fetch the complete documentation index at: https://docs.callvaultai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Routing Rules

> Automatically tag and organize calls as they come in, based on meeting title, caller name, duration, and more.

Routing rules run automatically when a new call is imported. Each rule checks a set of conditions and, if they match, sends the call to a specific destination workspace (and optionally a folder).

Without routing rules, every new call lands wherever you pick when you import it (or your default destination for that source). With routing rules, matching calls are routed automatically the moment they arrive.

## How routing rules work

A routing rule has two parts:

1. **Conditions** — criteria that the incoming call must match
2. **Destination** — the workspace (and optional folder) CallVault routes the call to when the conditions match

If all conditions in a rule are met, the call is routed to that rule's destination. You can have multiple rules.

## Conditions

| Condition                                                        | Description                                            | Example                                 |
| ---------------------------------------------------------------- | ------------------------------------------------------ | --------------------------------------- |
| **Title contains / doesn't contain / is / is not / starts with** | Matches on the call title                              | `"Demo"`, `"Onboarding"`, `"Interview"` |
| **Participant contains / doesn't contain / is / is not**         | Matches on a name or email in the participant list     | `"Jordan"`, `"@acme.com"`               |
| **Source is / is not**                                           | Matches calls from a specific import source            | `Fathom`, `Zoom`, `Import Transcript`   |
| **Duration is greater than / less than**                         | Matches on call length in minutes                      | `> 30`, `< 2`                           |
| **Tag is / is not / contains / doesn't contain**                 | Matches calls that already have a specific tag applied | Useful for chaining rules               |
| **Date is after / before**                                       | Matches on the call's recorded date                    | —                                       |

You can add up to 5 conditions to a rule. By default, **all conditions must match** (AND logic). You can switch to **any condition matches** (OR logic) per rule.

## Destination

Each rule has a single destination: where a matching call goes.

| Destination              | Description                                                                                          |
| ------------------------ | ---------------------------------------------------------------------------------------------------- |
| **Workspace**            | The workspace the call is routed to                                                                  |
| **Folder**               | Optionally, a specific folder within that workspace                                                  |
| **Another organization** | Route to a workspace in a different organization instead of your own (cross-org routing — see below) |

A rule doesn't add tags or rename calls — it only decides where the call lands.

## Cross-organization routing

If you belong to more than one organization, a rule's destination can point at a workspace in a different organization. When you pick a cross-org destination, you also choose what happens to the original call:

* **Keep a copy here (default)** — the call stays in the source organization, and a copy is routed to the destination
* **Delete original after routing** — the call is moved, not copied, and removed from the source organization

## Example rules

**Route all demo calls to the Sales workspace:**

* Condition: Title contains `"Demo"`
* Destination: Sales Workspace → Demo Calls folder

**Route onboarding calls handled over Zoom:**

* Condition: Title contains `"Onboarding"` AND Source is `Zoom`
* Destination: Customer Success → Onboarding folder

**Separate interview calls from other calls:**

* Condition: Title contains `"Interview"` OR Title contains `"[HR]"`
* Destination: Recruiting Workspace

**Route a client's calls into their own organization:**

* Condition: Participant contains `"@clientdomain.com"`
* Destination: Client Organization → Shared Calls workspace (cross-org, keep a copy here)

## Creating a routing rule

1. Go to **RULES** in the sidebar (or **Import → Routing Rules**)
2. Click **New rule**
3. Give the rule a name (used for your reference only)
4. Add one or more conditions
5. Choose AND/OR logic if you have multiple conditions
6. Choose a destination workspace (and optional folder, or a different organization)
7. Click **Create rule**

New incoming calls are evaluated against all enabled routing rules in priority order. You can drag rules to reorder them.

## Rule priority

Rules run top to bottom. If two rules conflict (e.g., two rules try to move a call to different workspaces), the last one to run wins. Arrange your more specific rules above more general ones.

## Applying rules to existing calls

By default, routing rules only apply to calls that arrive after the rule is created. To apply a rule retroactively:

1. Open the rule
2. Click **Apply to existing calls**
3. Confirm — this previews and then runs the rule against all calls in your organization that match the conditions, moving each one to the rule's destination

<Warning>
  Retroactive application moves calls immediately. Make sure your conditions are correct before applying to existing calls.
</Warning>