E-mail filter rules
Rules decide in advance which incoming messages are skipped, which are set aside, and which are linked automatically to an invoice, a task or a partner.
A filter rule decides about a message or an attachment during import: keep it out, let it in but set it aside, or link it straight to an invoice, a task or a partner. Recurring messages then need no manual work.
Adding a rule
- Open Email → Email Filter (page title: Email filter rules).
- Click the + button at the top right.
- Enter the Name and choose the Scope: the whole message (email) or an attachment (attachment).
- Choose the Action (see the table).
- Give at least one condition: Exact sender address, Entire domain, Subject LIKE minta, PDF text LIKE pattern, Filename LIKE (attachment), MIME type (attachment) or Max size (bytes).
- For a link action fill in Target ID (fix) or Subject ID regex (dinamikus); for the PDF-based invoice search fill in Invoice no. regex.
- Set Priority and Status, then click Save.
You can also create a rule from a message: click New rule on the message in the Emails list.
Actions
| Action | What happens to a matching message |
|---|---|
| skip | it is not imported at all (it is removed from Gmail as well) |
| ignore | it is imported with the status "ignored" |
| link to an invoice, task or partner | it is assigned to the given target automatically, with the status "processed" |
| invoice looked up from the PDF text | the pattern pulls an invoice number out of the PDF; a single hit creates the link |
Messages
- Without a condition: "At least one match condition is required."
- Empty name: "The name cannot be empty."
- A link action without a target cannot be saved: a target id or a subject pattern is needed.
Example
Newsletters from Example plc are not needed. You add a rule: Scope email, Action ignore, Entire domain "example.com". From now on these messages are imported but do not appear among the New messages.