Rules
Automate your inbox with rules. Route, label, and respond automatically.
Rules automate your inbox. When a message arrives, gets sent, or someone takes an action - rules check conditions and run actions automatically.
Rules require the Productive or Business plan. See pricing.
How rules work
A rule has three parts:
Rule type - When the rule runs (incoming message, outgoing message, or user action)
Conditions - What must be true for actions to fire
Actions - What happens when conditions match
Here's a rule that labels emails from Disney:
Rule type
Incoming email
Condition
From ends with "disney.com"
Action
Add label(s) → "Disney"
Personal vs organization rules
Personal rules run on your private conversations only.
Organization rules run on conversations shared with your organization - the ones with a colored banner.
If you need a rule to work on both, create it twice - once personal, once organizational.
Only admins and owners can manage organization rules.
Creating a rule
Open Rules from your account menu (click your avatar in the bottom-left corner of the sidebar) or go to Settings > Rules.
Select You for personal rules, or select an organization for organization rules
Click Create rule
Select the channel (Email, SMS, WhatsApp, etc.) and action type (Incoming message, Outgoing message, or User actions)
Add conditions to filter which messages trigger the rule
Add actions to define what happens when conditions match
Give the rule a description and click Save
Duplicating a rule
To create a similar rule without starting from scratch:
Find the rule you want to copy
Click ••• > Duplicate and pick a destination:
Personal - copies the rule to your personal rules
An organization - copies the rule to that organization's rules (any organization where you can manage rules)
The rule editor opens with a copy. Edit and save.
Personal is disabled for rule types that only work at the organization level. Conditions and actions that aren't available in the chosen scope are dropped automatically.
Enabling and disabling rules
To temporarily stop a rule from running without deleting it, find the rule in the list and click the toggle button on the right to disable it.
Disabled rules appear in light grey. Click the toggle again to reactivate.
Rule order
Rules run alphabetically by description. To force a specific order, prefix descriptions with numbers:
Reference
When rules fire
What to check
What to do
Round-robin and least-busy assignment
Next steps
Browse rule examples for common use cases
Learn about AI rules to analyze message content
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