Creating and Managing Email Rules

Email Rules allow you to automatically organize, tag, and manage emails based on specific conditions. This powerful feature helps you maintain an organized inbox without manual effort.

What Are Email Rules?

Email Rules are automated actions that run when emails match certain conditions. For example:

• Automatically tag emails from specific senders
• Move emails containing certain keywords to specific folders
• Archive emails from mailing lists
• Mark important emails based on subject patterns

Prerequisite

Email Rules must be enabled in Setup → Settings → Mailbox Settings before you can use this feature.

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Accessing Email Rules

1. Navigate to Mailbox → Rules in the main menu
2. Or click the Rules button in the mailbox interface

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Creating a New Rule

Step 1: Open the Rule Editor

Click the Add Rule button (usually a "+" icon). The rule editor modal will open.

Step 2: Define Rule Name

Enter a descriptive name, such as "Tag Support Emails", "Archive Newsletters", or "Mark VIP Emails as Important".

Step 3: Set Conditions

Conditions determine when the rule should apply. You can add multiple conditions.

Available Condition Types:

Condition	Description
From	Email sender matches specific address or domain
Subject	Subject line contains specific text
Body	Email body contains specific text
To	Email is sent to specific address
Has Attachment	Email has attachments (yes/no)
Tag	Email has specific tag
Read Status	Email is read/unread

Condition Logic:

• All conditions must match (AND): Rule applies only if all conditions are true
• Any condition matches (OR): Rule applies if any condition is true

Step 4: Define Actions

Actions specify what happens when conditions are met. You can add multiple actions.

Available Actions:

Action	Description
Add Tag	Assign a tag to the email
Remove Tag	Remove a tag from the email
Move to Folder	Move email to specific folder (Archive, Trash, etc.)
Mark as Important	Mark email as important
Mark as Read/Unread	Change read status
Star/Unstar	Add or remove star
Delete	Delete the email (use with caution!)

Step 5: Set Rule Order

Rules are processed in order. Lower numbers = higher priority (processed first).

Step 6: Enable/Disable & Save

Toggle the rule on/off and click Save. The rule will immediately start processing new matching emails.

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Example Rules

Example 1: Tag Support Emails

Setting	Value
Name	Tag Support Emails
Conditions	From contains: support@ OR Subject contains: support ticket
Actions	Add Tag: "Support"
Order	1

Result: All emails from support addresses or with "support ticket" in the subject are automatically tagged as "Support".

Example 2: Archive Newsletters

Setting	Value
Name	Archive Newsletters
Conditions	From contains: newsletter@ OR Subject contains: newsletter OR Subject contains: unsubscribe
Actions	Move to Folder: "Archive", Mark as Read: Yes
Order	2

Result: Newsletter emails are automatically archived and marked as read.

Example 3: Mark VIP Emails as Important

Setting	Value
Name	VIP Emails
Conditions	From contains: [email protected] OR From contains: [email protected] OR Subject contains: [URGENT]
Actions	Mark as Important: Yes, Add Tag: "VIP"
Order	1

Result: Emails from VIP senders or with urgent subjects are automatically marked as important and tagged.

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Managing Rules

Editing Rules

1. Navigate to Mailbox → Rules
2. Click the Edit button (pencil icon) on the rule
3. Modify conditions, actions, or settings
4. Click Save

Deleting Rules

1. Navigate to Mailbox → Rules
2. Click the Delete button (trash icon)
3. Confirm the deletion

warning

Deleting a rule is permanent and cannot be undone.

Reordering Rules

Rules are processed in order. Use drag-and-drop handles or edit the rule's order number. Rules with lower order numbers are processed first.

info

The order matters! If multiple rules match the same email, they'll all be applied in order.

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Testing Rules

1. Create or edit the rule and save it
2. Send a test email that matches the rule's conditions
3. Check if the actions were applied correctly
4. Review the Activity Log for rule execution messages

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Best Practices

1. Start Simple - Begin with basic rules and add complexity as needed
2. Test First - Test rules with a few emails before applying broadly
3. Use Descriptive Names - Name rules clearly so you remember their purpose
4. Order Matters - Place more specific rules before general ones
5. Review Regularly - Periodically review and update rules as needs change
6. Be Careful with Delete - Avoid using "Delete" action unless absolutely necessary
7. Combine Conditions - Use multiple conditions to make rules more precise

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Common Issues

Rule Not Working:

• Verify rule is enabled
• Check condition logic (AND vs OR) and spelling
• Review rule order
• Ensure Email Rules feature is enabled in Settings

Too Many Rules Applied:

• Review rule order and conditions - more specific rules should have lower order numbers

Rules Processing Slowly:

• Reduce the number of rules or simplify conditions