Rules

Set up custom rules to control how Everbility generates content across all your documents. Apply rules automatically, manually, or to specific clients and templates.

Rules Video Tutorial

What are Rules?

Rules allow you to set up instructions that control how Everbility generates content in your documents. Instead of repeating the same instructions in every prompt, you can create rules that apply across your entire workflow.

Rules are particularly useful for:

• Naming conventions - Control how clients are addressed (e.g., always use Mr./Mrs./Miss with last name)
• Professional details - Include your name, title, company, and credentials automatically
• Writing style - Reference your Knowledge Base items to maintain consistent writing style across documents
• Funding requirements - Apply specific language or formatting for different funding schemes
• Therapy approaches - Use different terminology based on the type of therapy or service
• Organization standards - Ensure all team members follow the same documentation guidelines

Personal vs Organization Rules

Everbility offers two types of rules:

• Personal Rules - Rules you create for your own use. Only you can see and use these rules.
• Organization Rules - Rules created by your organization administrator. These rules are available to everyone in your organization.

Creating a New Rule

To create a new rule:

1. Navigate to Rules from the side menu under Personal or Organization (administrators only)
2. Click Add Rule
3. Give your rule a descriptive name (e.g., "Naming Conventions")
4. Write your rule instruction in the text field

Adding Knowledge Base to Rules

You can enhance your rules by including Knowledge Base items. This is particularly powerful for:

• Maintaining consistent writing style from your style guide
• Including specific funding information or price guides
• Referencing organizational policies or procedures

To add a Knowledge Base item to a rule:

1. While writing your rule instruction, type @
2. Select from your saved Knowledge Base items
3. Add instructions on how you want that knowledge to be used

For example: "Use the writing style from @[your style guide] when generating all sections of this document."

Rule Application Types

When creating a rule, you can control when and where it applies:

Manual Rules

Manual rules give you full control. They only apply when you manually select them at generation time.

Best for:

• Rules you only need occasionally
• Client-specific instructions that aren't always relevant
• Testing new rule instructions before making them automatic

Always

Rules set to "Always" will automatically be included every time you generate content.

Best for:

• Your professional details (name, title, company)
• Organization-wide standards
• Consistent naming conventions
• Writing style preferences

Apply to Specific Clients

You can assign rules to specific clients so they automatically apply whenever you're working on that client's documents.

Best for:

• Clients under different funding schemes
• Clients requiring specific documentation language
• Clients in different therapy programs
• Client-specific preferences or requirements

Apply to Specific Templates

Rules can be assigned to specific templates, automatically applying whenever you use that template.

Best for:

• Template-specific formatting requirements
• Different report types with different standards
• Specific documentation requirements for different services

Using Rules in Writer

When you're ready to generate content in Writer, your rules will be available to manage and apply.

Viewing Applied Rules

1. Open Writer and select your client
2. Choose your template
3. In the generation setup, you'll see which rules are currently applied

The interface shows:

• Number of rules selected
• Which rules are active for this generation
• Option to edit rule selection

Managing Rules During Generation

Even if you have rules set to "Always" you can customize them for each document:

1. Click on the rules section in the generation setup
2. Review which rules are currently selected
3. Toggle rules on or off as needed for this specific document
4. If your rules are already configured correctly, you don't need to open this section at all

Note: Rules set to "Always" by organization administrators cannot be toggled off.

Example Rules

Here are some practical examples of rules you can create:

Professional Details:

Include my details: Dr. Sarah Jones, Senior Speech Pathologist, ABC Therapy Clinic. Registration number: SP12345.

Naming Convention:

Always refer to clients as Mr./Mrs./Miss/Ms. followed by their last name unless specifically instructed otherwise.

Funding-Specific Language:

When writing reports for NDIS clients, include information about how goals align with NDIS outcomes framework and use person-centered language throughout.

Writing Style:

Use the writing style and terminology from @[my organization style guide] when generating all content. Maintain professional but accessible language.

Age-Appropriate Language:

For pediatric clients (under 12 years), use child-friendly language and include parent/caregiver recommendations sections.

Tips for Writing Effective Rules

• Be specific - Clear instructions produce better results
• Test your rules - Use manual mode to test before setting to "Always Apply"
• Keep them focused - Create separate rules for different purposes rather than one complex rule
• Use Knowledge Base - Reference saved web pages for detailed guidelines
• Review regularly - Update rules as your practices or requirements change