Actions

Configure rule actions: assign, label, reply, forward, and more.

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:

Strategy	What it does
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:

Filter	Assigns to
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)

For round-robin assignment with load balancing, see Workload balancing.

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.