Actions
Actions are what happens when your rule fires. Add multiple actions to a single rule - they run in order.
Assignment & routing
Assign to me
Assigns the conversation to yourself. Only works in personal rules.
Assign user(s)
Assigns the conversation to one or more users. When you select multiple users, choose how to distribute:
All at once
Assigns to everyone you selected
Randomly
Picks one person at random
In turn
Cycles through users (round-robin)
Least busy first
Picks whoever has the fewest assigned conversations
You can filter who gets assigned using these options:
Users already in conversation
Users who can already see the conversation
Not assigned users
Users who aren't currently assigned
Assigned users
Users who are already assigned
Snoozed users
Users who have the conversation snoozed
Team active members
Active members of a specific team
Team observers
Observers of a specific team
Watching users
Users watching the conversation
Out of office users
Users marked as away
Online users
Users currently online
Offline users
Users currently offline
Account owner
Owner of the email account (incoming email rules)
Delegated users
Users with delegated access (incoming email rules)
Mentioned users
Users mentioned in the comment (comment rules)
Task assignees
Users assigned to the task (comment rules)
Action initiator
User who triggered the rule (user action rules)
Added assignees
Users who were just assigned (assignee change rules)
Removed assignees
Users who were just unassigned (assignee change rules)
Assign sender
Assigns the conversation to whoever sent the message. Useful for outgoing rules where multiple people share a mailbox.
Unassign user(s)
Removes specific users from the assignees, or removes all assignees.
Move to team inbox
Moves the conversation to a specific team inbox.
Unassign team
Removes the conversation from a team without moving it elsewhere.
Add to user Inbox
Adds the conversation to specific users' personal inboxes.
Add task
Creates a task in the conversation. You can set assignees, due dates, and team.
Labels & organization
Add label(s)
Applies one or more labels to the conversation. Labels are created if they don't exist.
Remove label(s)
Removes specific labels from the conversation, or removes all labels.
Add label(s) with AI
AI analyzes the message and picks labels from your list. Give it a prompt like:
Categorize this email. Pick from: Billing, Support, Sales, Spam, Other.
Set conversation color
Changes the conversation's color indicator in the inbox list.
Merge in conversation
Merges the triggering conversation into another existing conversation.
Communication
Add note
Adds a comment visible only to your team. Markdown formatting is supported.
Create draft
Starts a draft reply using a canned response or free text.
Create draft with AI
AI generates a draft response. You can specify tone, constraints, and include canned responses for AI to reference.
Send response
Automatically sends a reply. Use carefully - there's no human review.
Schedule auto follow-up
Sends a follow-up message after a delay if the conversation remains unreplied. Only for outgoing message rules.
Forward message
Forwards the message to another email address.
Notify
Sends a notification to specific users about this conversation. You provide the notification text.
Webhook
Posts data to a URL you specify. The payload includes conversation details, message content, and contact information.
Conversation state
Close
Closes the conversation for everyone.
Archive
Removes the conversation from personal inboxes for specific users. Stays searchable.
Archive (from team inbox)
Removes the conversation from a specific team inbox.
Trash
Moves the conversation to trash for everyone. Removes all assignees, guests, snooze times, and pins.
Snooze
Hides the conversation until a specific time. Options:
Fixed times (tomorrow at 9am, next Monday, next business day)
Relative delay (in 2 hours, in 3 days)
Discard snooze
Cancels any active snooze for specific users.
Mark messages as read
Marks the conversation as read for specific users.
Mark messages as unread
Marks the conversation as unread for specific users.
Star / Unstar
Adds or removes the star for specific users.
Watch / Stop watching
Adds or removes users as watchers on the conversation.
Silence notifications
Disables notifications for specific users on this conversation.
Contacts & sharing
Create contact(s)
Creates contacts in specified contact books for the message sender/recipients.
Share with teammates
Shares the conversation with specific users in an organization.
Remove user(s) from conversation
Removes specific users or all guests from the conversation.
Email-specific actions
Add recipient(s)
Adds To, Cc, or Bcc recipients to outgoing messages.
Move email to new conversation
Splits the email into a new conversation. Actions above this one affect the original conversation; actions below affect the new one.
Mark as spam / Mark as not spam
Moves messages to or from the spam folder.
Unsubscribe from mailing list
Automatically unsubscribes from the mailing list if the email has an unsubscribe header.
Prevent message delivery
Blocks an outgoing message from being sent. Only for outgoing message rules.
AI actions
These actions use AI to analyze the message and take action.
Add AI note
Posts an AI-generated analysis to the conversation. Team-visible only.
Create draft with AI
Generates a reply draft that you can review before sending.
Add tasks with AI
AI reads the message and creates tasks for any action items it finds.
Add label(s) with AI
AI categorizes the message and applies relevant labels from your list.
Control flow
Stop processing more rules
Prevents any rules below this one from running on the same message.
Order matters
Actions run top to bottom.
Move email to new conversation is a special case - it splits your action list in two. Actions above it affect the original conversation; actions below affect the new one.
Stop processing more rules prevents any rules below it (in alphabetical order) from running. Useful when you want one rule to handle a message exclusively.
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