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Automation Rules

An automation rule runs on its own when something happens in your Gemini Notebook (formerly NotebookLM) library. You pick a trigger, such as a tag added, and one or more actions, such as moving a notebook to a collection. It needs Kortex Pro.

This needs Kortex Pro. See pricing.

How an automation rule runs The Automation page lists each rule, with an on and off switch, what starts it and what it does

Why use automation rules?​

Think of a helper who sorts your mail. You tell them once: "Bills go in the blue tray." After that you never sort a bill again.

  • You stop doing the same tidy-up steps over and over.
  • Every notebook gets handled the same way.
  • One tag can start several jobs at once.

The two parts of a rule​

  • The trigger is the thing that happens. For example: you add a tag to a notebook.
  • The actions are the jobs Kortex does next. For example: move the notebook to a collection, then make an Audio Overview.

Kortex calls a rule a pipeline. A pipeline is one trigger followed by one or more actions, done in order.

How to make a rule​

  1. Open the dashboard.
  2. Click Automation in the left sidebar, under Tools.
  3. Click the dark Create Pipeline button at the top right. A window opens with four steps: Name, Trigger, Actions and Review.
  4. Name. Type a name you will recognise later, such as "File new thesis notebooks". You can click one of the suggestions instead. Press Next.
  5. Trigger. Pick what should start the rule. This step is explained below. Press Next.
  6. Actions. Add one or more jobs for Kortex to do. Click an action, fill in its details, and add more if you like. Press Next.
  7. Review. Check the summary. The rule is switched on when you save it.
Step 1 of the Create Pipeline window asks you to name the rule

The Trigger step​

The trigger step shows a card for each thing that can start a rule. Click one card.

The Trigger step lists the events that can start a rule
  • Notebook tag added: you put a tag on a notebook. You then pick the tag.
  • Source tag added: you put a tag on a source inside a notebook.
  • Moved to collection: a notebook is added to a collection you pick.
  • Title contains text: a notebook's title has the words you type.
  • Domain Router: a saved web address has the text you type in it.
  • Audio is generated: an Audio Overview is ready.
  • Episode Finishes: an episode finishes playing in a podcast.
  • On a schedule: every hour, every day or every week. No event is needed. You pick the day and hour in your computer's local time. You can limit it to one notebook.

Some triggers also have an optional Minimum Sources box. If you fill it in, the rule only starts when the notebook has at least that many sources.

What a rule can do​

These are the actions you can add in step 3.

  • Move to collection
  • Target Notebook: send a saved page to a notebook you choose
  • Add tag or Add source tag
  • Generate audio: an Audio Overview in a style (Deep Dive, Brief, Critique or Debate), a length, and any instructions you type
  • Generate artifact: a briefing, study guide, flashcards, slide deck, infographic or quiz
  • Add note: a Kortex note, from one of your note templates or written right there
  • Send to podcast: add the finished Audio Overview to a podcast
  • Apply source template
  • Ask and save the answer: ask the notebook a question and keep the reply as a new source or a note
  • Run a workflow: run a workflow you saved from your AI assistant (see Workflows and Schedules)

How to turn a rule on or off​

  1. Open Automation in the dashboard.
  2. Find the rule's card. There is a round switch at its left edge.
  3. Click the switch. Dark means on. Light means off.

To change a rule, click the pencil icon on its card. To remove it, click the bin icon. You can find a rule fast with the Search automations box.

The nine kinds of rule​

Each page below shows one kind, with an everyday comparison and an example.

Rules that work well together​

A few small rules can work like a conveyor belt. Here are four to copy.

Inbox, then Active, then Archive​

  1. Make three collections: Inbox, Active and Archive.
  2. Smart Sort: tag #active moves a notebook to Active.
  3. Smart Sort: tag #archive moves it to Archive.
  4. Escalator: tag #archive also adds #reviewed and #done.

A daily listening queue​

  1. Make a collection called Daily Read.
  2. Generator: a notebook that enters Daily Read gets an Audio Overview.
  3. Pipeline: Daily Read feeds the podcast Morning Commute.
  4. Cleaner: a finished episode is removed.

Class notes​

  1. Make a collection for the class.
  2. Template Engine: a notebook that enters it gets notes called Lecture Summary and Key Terms.
  3. Auto-Researcher: it also gets a study guide and flashcards.
  1. Domain Router: addresses with arxiv.org go to a notebook called Papers.
  2. Domain Router: addresses with youtube.com go to Videos to Watch.
Good to know
  • Rules run in the background while Chrome is open. They do not run when Chrome is closed.
  • Scheduled rules are checked every 15 minutes, so they start a little after the hour you chose.
  • Whether a rule is on or off is kept on this computer.
  • Start with one rule. Watch it for a week. Then add another.
  • Name tags like jobs, such as #listenlater or #archive. They are easier to remember.

Watching what ran​

Click the pill in the top bar of the dashboard (it says something like 2 running). A list opens with what ran recently, including rules, workflows and Audio Overviews. Dismissing a row only hides it. It does not stop the work.

The activity list shows recent automations, workflows and Audio Overviews

Related: Workflows and Schedules, Podcasts, Templates.