Inbox routing rules allow you to override default email capture logic to accomplish one of two outcomes when using Email Capture functionality:
- Redirect emails that match certain criteria to a specific Record.
- Ignore (do not capture) emails that match certain criteria.
Note: As implied by the name, Inbox routing rules only affect items that arrive in your Inbox, not any other folder.
Any match to a routing rule will override a default match of the standard email capture criteria. You may create as many rules as you need, so long as they do not conflict with each other. Routing rules only affect the User that created them.
Inbox routing rules are created or managed from User Profile > User Preferences by clicking Edit then Setup under Inbox Routing Rules. Routing rules only affect the User that created them.
To add a new rule, click Add New.
Select which type of rule you want to create: Route to Specific Record, or Block Emails.
Route to a Specific Record
Emails can be routed to a Record of your choosing based on one of three criteria options:
- By Email Address: Enter in a specific email address. Any email received from or sent to this address will be captured to the specified Record.
- By Domain: Enter in any email domain. (n.b. The domain is the part of the email address after the @ symbol.) All emails received from or sent to email addresses from that domain will be captured to the specified Record.
- By Subject: Enter any string of two (2) or more characters. Any email sent or received that contains a match for these characters in the Subject line will be captured to the specified Record.
Finally, search for and select the Record you want any matches to be captured to.
Block Emails
Emails can be blocked from being captured when they would otherwise meet the default capture criteria. The following criteria are available to block:
- By Domain: Enter in any email domain. (n.b. The domain is the part of the address after the @ symbol.) All emails received from or sent to addresses from that domain will be not be captured.
- By Email Address: Enter in a specific email address. Any email received from or sent to this address will not be captured.
- Copied On: Any email received as a CC and not directly addressed to the user will not be captured.