Rules
Rules automate your inbox. When a message arrives, gets sent, or someone takes an action - rules check conditions and run actions automatically.
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.
Creating a rule
Go to Settings > Rules
Select You for personal rules, or select an organization for organization rules
Click New incoming rule, New outgoing rule, or New action rule
Select the channel or action type (Email, SMS, WhatsApp, etc.)
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 More > Duplicate
A copy is created with "COPY" prefix in the description
Edit the copy and save
Enabling and disabling rules
To temporarily stop a rule from running without deleting it:
Find the rule in the list
Click More > Disable
Disabled rules show "[Disabled]" in their description. Click More > Enable 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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