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When a rep scans a business card in the Reevo iOS app and confirms the details, Reevo starts the Business Card Scanned workflow trigger. Scanning a card never creates records on its own. What happens next depends on what your admins set up: For the rep’s side of scanning, see Scanning Business Cards in the Reevo Mobile App.

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Before you start

  • You need the Admin role to open Business card scanning settings.
  • Reps need the Reevo iOS app.
  • To tell reps in Slack or Microsoft Teams, connect Slack or Microsoft Teams for your organization. See Microsoft Teams Workflow Messaging.
Reps only see the Scan business card button in the mobile app once the ready-made rule is on or at least one launched workflow uses the Business Card Scanned trigger.

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Option 1: Turn on the ready-made rule

  1. Open the settings. Go to Settings → Business card scanning. The page shows one rule, A rep scans a business card.
  2. Choose who owns existing records. Under When the contact or account already exists, choose Keep the current owner or Make the rep who scanned the owner.
  3. Choose how to tell the rep. Under Tell the rep by, choose Direct message in Slack and Teams, Slack channel, or Microsoft Teams channel. For a channel, pick the channel too.
  4. Turn the rule on. Turn on the rule’s switch and click Save. The rule starts running right away.
The rule applies to cards scanned from then on.

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What the rule does with each card

1. Contact. The rule looks for a contact with the email address on the card.
  • A contact has that email: the rule uses it and leaves its fields as they are.
  • No contact has that email: the rule creates one with the first name, last name, title, phone, and LinkedIn URL from the card, owned by the rep who scanned it. The phone is the mobile number when the card has one, otherwise the office number.
  • The card has no email address: the rule creates nothing and tells the rep no email was found.
2. Account. The rule takes the company domain from the website on the card, or from the email address when it’s a business email.
  • An account has that domain: the rule links the contact to it.
  • No account has that domain: the rule creates an account named after the company on the card, owned by the rep who scanned it, and links the contact to it.
  • The card has no website or business email: the rule stops at the contact and creates no account.
3. Message. The rep gets a Business Card Scanned Results message with the contact name, links to the contact and account, the scan date, and one line describing what the rule did.
Existing records are matched, never overwritten. The rule matches contacts by any of their emails and accounts by any of their domains. A matched record keeps all its fields; only its owner can change, and only if you choose Make the rep who scanned the owner. Records the rule creates are always owned by the rep who scanned the card.

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Rule settings

Changes take effect when you click Save.

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Customize the rule in Workflows

When the rule needs more than its settings allow, copy it into a workflow you can edit:
  1. On the rule card, open the ⋯ menu and click Customize in Workflows. Reevo creates a draft copy of the rule and opens it in a new tab.
  2. Edit the draft in the Workflow Builder and launch it.
The ready-made rule keeps running until the copy launches, then turns off. For rule statuses such as Paused and Custom, see Ready-Made Automation Rules.

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Option 2: Build your own workflow

In the Workflow Builder, choose the Business Card Scanned trigger under Contact. It fires when a user confirms a scanned business card in the mobile app.
  • Conditions: add conditions on any card field to narrow which cards start the workflow, for example Category, Scanned By, Email Domain, or Company Name.
  • Variables: every field from the card is available to later steps, as the rep corrected it, including Category, Notes, and Scanned By.
  • Template: start from Business Card Scanned → Create Contact on the templates list. It creates a contact from the card, owned by the rep who scanned it, unless one already exists.
Ideas for custom workflows:
  • Enroll new contacts from Lead cards in an event follow-up sequence.
  • Send Investor cards to a different Slack channel than Lead cards.
  • Run a workflow only for one rep’s cards with a Scanned By condition.
Ask Reevo can build business card workflows for you. Describe what should happen in plain language, for example “When a rep scans the business card of a lead, create a task titled Follow up with the new lead.” See Getting Started with AskReevo.
Every launched workflow that uses this trigger runs for each confirmed card, alongside the ready-made rule if it’s on. Check that they don’t do the same job twice, such as sending the rep two messages.
See Workflow Triggers and Workflow Action Nodes.

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Troubleshooting / FAQs

The button only appears once the ready-made rule is on or a launched workflow uses the Business Card Scanned trigger. Scanning is available in the Reevo iOS app.
The ready-made rule needs an email address to find or create a contact. When the card has none, it creates nothing and the rep’s message says no email was detected. The rep can add the contact manually.
The rule matches accounts by company domain, taken from the website on the card or a business email. When the card has neither, the rule creates the contact only.
No. Matched records keep all their fields. Only the owner can change, and only if When the contact or account already exists is set to Make the rep who scanned the owner.
Yes. Reading each card uses AI credits. When your organization is out of AI credits, reps can still fill in the card details themselves. Each rule or workflow run also counts as a workflow run.
Nothing. The rule applies to cards scanned from the moment it’s turned on.
Workflows apply to your whole organization. To run logic for one rep only, add a Scanned By condition to the trigger.
Yes, but you tell it what to do each time you share a photo. Business card scanning is built for events: reps snap a card, check the details, and your team’s rule or workflow handles the rest the same way for every card. To set up that workflow, you can ask Ask Reevo to build it for you.
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