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 marking emails as read, starring them, linking them to CRM entities, forwarding, or sending auto-replies.

Creating Inbox Rules

To create a new email rule:

1. Navigate to Inbox → Settings or Inbox → Rules.
2. Click + New Rule.
3. Give the rule a name (e.g., "Auto-link partner emails to account").
4. Configure conditions (see below).
5. Configure actions (see below).
6. Set the rule priority (lower number = higher priority).
7. Optionally enable Stop processing to prevent subsequent rules from running.
8. Click Save.

Rule Conditions

Conditions determine which emails the rule applies to. You can combine multiple conditions using AND/OR logic.

Condition	Description	Example
From	Sender email address or domain	*@acme.com or john@example.com
To	Recipient email address	sales@yourcompany.com
Subject	Subject line contains keywords	"Invoice" or "Urgent"
Body	Message body contains keywords	"partnership" or "quote request"
Has Attachments	Email has file attachments	true/false

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. You can add multiple actions to a single rule.

Action	Description
Mark as Read	Automatically mark the email as read
Star	Star or flag the email for follow-up
Label	Apply a label or tag to the email
Link to Contact	Link the email to a matching CRM contact
Link to Lead	Link the email to a matching CRM lead
Link to Opportunity	Link the email to a matching CRM opportunity
Link to Account	Link the email to a matching CRM account
Forward	Forward the email to another address
Auto-Reply	Send an automatic reply to the sender
Delete	Move the email to trash

Link to CRM Entity Actions

These are the most powerful actions for CRM users:

• Link to Contact — When an email arrives from a known contact, automatically link it to their contact record
• Link to Lead — Link incoming emails to the associated lead for pipeline tracking
• Link to Opportunity — Link emails related to active deals
• Link to Account — Link emails from a domain to the corresponding account

Linked emails appear on the entity's Emails tab, ensuring no customer communication gets lost.

Forward Action

Forward matching emails to one or more email addresses. Useful for:

• Routing support emails to the right team
• Escalating urgent messages to managers
• Copying emails to external systems

Auto-Reply Action

Send an automatic response when conditions match. Configure:

• Subject — Reply subject line
• Body — Reply message content (supports basic variables like sender name)

warning

Use auto-reply rules carefully to avoid email loops. Do not create auto-reply rules that respond to auto-generated emails.

Rule Priority

Each rule has a numeric priority value. Rules are evaluated in priority order (lowest number first):

• Priority 1 rules are evaluated before Priority 2 rules
• If two rules have the same priority, they execute in creation order
• All matching rules' actions are applied unless Stop processing is enabled

Stop Processing

Enable the Stop processing toggle on a rule to prevent any lower-priority rules from running when this rule matches:

• When a rule with "Stop processing" matches an email, no further rules are evaluated for that email
• This is useful when you want exclusive handling — e.g., "If from VIP client, star and stop; do not apply other rules"

Managing Rules

Viewing Rules

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

• Rule name
• Conditions summary
• Actions summary
• Priority number
• 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 priority order
• Drag rules to change their priority order
• Or manually edit the priority number

Editing Rules

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

Deleting Rules

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

note

If multiple rules match the same email, all matching rules' actions are applied in priority order — unless a higher-priority rule has "Stop processing" enabled.