Email Rules

Email rules let you automate the handling of incoming emails. Rules evaluate conditions on each incoming message and perform actions automatically — such as moving emails to folders, marking them as read, or assigning them to CRM entities.

Creating Inbox Rules

To create a new email rule:

1. Navigate to Inbox > Settings or Inbox > Rules.
2. Click + New Rule.
3. Configure the rule with conditions and actions (see below).
4. Give the rule a name (e.g., "Auto-assign partner emails").
5. Click Save.

Rule Conditions

Conditions determine which emails the rule applies to. You can combine multiple conditions:

Condition Type	Examples
From	Email is from a specific address or domain (e.g., *@acme.com)
To	Email was sent to a specific address
Subject contains	Subject line includes specific keywords
Body contains	Message body includes specific keywords
Has attachments	Email has file attachments
Importance	Email marked as high importance

Combining Conditions

• All conditions (AND) — the rule fires only when every condition matches
• Any condition (OR) — the rule fires when at least one condition matches

tip

Start with simple rules (one or two conditions) and refine them over time as you see how they perform. Overly complex rules can be hard to debug.

Rule Actions

Actions define what happens when the conditions are met:

Action	Description
Move to folder	Move the email to a specific folder
Mark as read	Automatically mark the email as read
Archive	Move the email to the archive
Star / Flag	Star or flag the email for follow-up
Assign to entity	Link the email to a specific CRM record (lead, contact, opportunity)
Add label	Apply a label or tag to the email

Assign to Entity

This is a powerful action for CRM users:

• When an email arrives from a known contact, automatically link it to their lead or opportunity
• This ensures no customer communication gets lost
• The email appears on the entity's timeline

Managing Rules

Viewing Rules

Navigate to Inbox > Rules to see all your rules listed with:

• Rule name
• Conditions summary
• Actions summary
• Enabled/disabled status

Enabling and Disabling

• Use the toggle switch next to each rule to enable or disable it
• Disabled rules are kept but not evaluated on incoming emails

Reordering

• Rules are evaluated in order from top to bottom
• Drag rules to change their priority order
• The first matching rule's actions are applied

note

If multiple rules match the same email, all matching rules' actions are applied (unless a rule is configured to "stop processing more rules").

Editing Rules

1. Click a rule to open its settings.
2. Modify conditions or actions.
3. Click Save.

Deleting Rules

1. Click the delete icon next to the rule.
2. Confirm the deletion.

warning

Be careful with rules that automatically move or archive emails. Important messages could be moved out of your primary inbox before you see them. Test new rules with non-critical emails first.