📋Creating 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
🚀 Accessing Email Rules
Navigate to Mailbox → Rules in the main menu
Or click the Rules button in the mailbox interface
⚠️ Note: Email Rules must be enabled in Setup → Settings → Mailbox Settings before you can use this feature.
➕ 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 for your rule, such as:
"Tag Support Emails"
"Archive Newsletters"
"Mark VIP Emails as Important"
Step 3: Set Conditions
Conditions determine when the rule should apply. You can add multiple conditions:
Available Condition Types:
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
Example Conditions:
From contains:
support@example.comSubject contains:
[URGENT]Has Attachment: Yes
Step 4: Define Actions
Actions specify what happens when conditions are met. You can add multiple actions:
Available Actions:
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!)
Example Actions:
Add Tag: "Support"
Mark as Important: Yes
Move to Folder: "Support"
Step 5: Set Rule Order
Rules are processed in order. Set a priority number:
Lower numbers = Higher priority (processed first)
Higher numbers = Lower priority (processed later)
Best Practice: Start with order 1, 2, 3, etc. You can reorder rules later.
Step 6: Enable/Disable Rule
Enabled: Rule is active and will process emails
Disabled: Rule is saved but not active
Step 7: Save the Rule
Click Save to create the rule. The rule will immediately start processing new emails that match the conditions.
📝 Example Rules
Example 1: Tag Support Emails
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
Name: Archive Newsletters
Conditions:
From contains:
newsletter@OR Subject contains:
newsletterOR Subject contains:
unsubscribe
Actions:
Move to Folder: "Archive"
Mark as Read: Yes
Order: 2
Result: Newsletter emails are automatically archived and marked as read, keeping your inbox clean.
Example 3: Mark VIP Emails as Important
Name: VIP Emails
Conditions:
From contains:
ceo@company.comOR From contains:
manager@company.comOR 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.
✏️ Editing Rules
Navigate to Mailbox → Rules
Find the rule you want to edit
Click the Edit button (pencil icon)
Modify conditions, actions, or settings
Click Save
🗑️ Deleting Rules
Navigate to Mailbox → Rules
Find the rule you want to delete
Click the Delete button (trash icon)
Confirm the deletion
⚠️ Warning: Deleting a rule is permanent and cannot be undone.
🔄 Reordering Rules
Rules are processed in order. To change the order:
Navigate to Mailbox → Rules
Use the drag-and-drop handles (if available) or edit the rule's order number
Rules with lower order numbers are processed first
Important: The order matters! If multiple rules match the same email, they'll all be applied in order.
✅ Testing Rules
To test if a rule works:
Create or edit the rule
Save it
Send a test email that matches the rule's conditions
Check if the actions were applied correctly
Review the Activity Log for rule execution messages
💡 Best Practices
Start Simple: Begin with basic rules and add complexity as needed
Test First: Test rules with a few emails before applying broadly
Use Descriptive Names: Name rules clearly so you remember their purpose
Order Matters: Place more specific rules before general ones
Review Regularly: Periodically review and update rules as needs change
Be Careful with Delete: Avoid using "Delete" action unless absolutely necessary
Combine Conditions: Use multiple conditions to make rules more precise
⚠️ Common Issues
Rule Not Working
Possible Causes:
Rule is disabled
Conditions don't match (check spelling, case sensitivity)
Rule order prevents it from running
Email Rules feature is disabled in Settings
Solutions:
Verify rule is enabled
Check condition logic (AND vs OR)
Review rule order
Check Settings → Mailbox Settings → Enable Email Rules
Too Many Rules Applied
Solution: Review rule order and conditions. More specific rules should have lower order numbers.
Rules Processing Slowly
Solution: Reduce the number of rules or simplify conditions. Complex rules with many conditions take longer to process.
🔗 Related Documentation
Email Tags (Labels) - How to create and use tags
Organizing Emails - General email organization tips
Settings Reference - Enable/disable Email Rules feature
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