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Build rules that send a matching RFP straight to the right teammate, understand how Tap decides which rule wins, and know what happens when nothing matches.
3 min readUpdated
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Without a rule, an incoming RFP goes to everyone who has Receive RFPs on the targeted station. That works for a small team, but once a station has several reps, or one agency always deals with the same person, a rule gets the request to the right teammate immediately instead of leaving it for the whole team to sort out.
Open Routing and choose Add rule. Editing routing rules requires Assign teammates at organization scope. A rule reads as a condition and a receiver: what an incoming RFP must match, then who it should go to.
Add a match condition
Choose Market or Station (a rule can use one, not both), then optionally add Agency / client, Brand, and Media type. Every condition you add must match for the rule to apply.
Add a Smart condition, if useful
Describe an additional condition in plain language, such as "the objective mentions sport" or "the RFP budget is over $50,000." Tap checks it alongside your other conditions, and it must match too.
Assign the RFP
Pick the teammates who should receive it. Only people who already have Receive RFPs for the rule's scope are eligible to choose.
Save the rule
Choosing several stations for one rule creates an equivalent rule for each station you picked.
Tap sorts rules by a specificity tuple. It first prefers Brand, then Agency / client, then no account match. Within each account tier, it prefers an exact Station, then a Market, then no supply match. Within those groups, a rule with Media type comes before one without it.
The up and down controls only reorder rules with the same complete specificity shape. Within one shape, the higher rule wins.
Every condition on the winning rule has to match, including a Smart condition if one is set. A rule stops being a candidate the moment any one of its conditions does not match, and Tap moves on to the next rule in evaluation order.
An RFP that matches no rule goes to the default receiver group: everyone who has Receive RFPs for the targeted station, whether that grant came from the organization scope or the station itself. The Routing page shows this default group beneath your rules, organized by market, so you can see exactly who picks up unmatched requests before you rely on it.
If a matching rule names teammates who are no longer eligible receivers, Tap ignores those stale assignees. If none remain, it uses the station's current default receiver group.
If that group is empty for a station, no one picks up an unmatched RFP. Grant Receive RFPs to at least one teammate on the Team page first. Routing can only assign to people who already hold that capability. It does not create new access.
Disabling, deleting, or editing what a rule matches only changes future assignments. RFPs a rule already assigned keep their existing assignment, so past pipeline records stay accurate even as your rules evolve.