Understanding Gmelius Rules

Gmelius Updated by Gmelius

Gmelius Rules allow you to automate your workflow. Save you time by automating repetitive processes and increase your team's efficiency.  

You can create Rules in your Gmelius dashboard: gmelius.io/automation/rules/create

Plans: Available across plans, with specific restrictions, applied as detailed on our pricing page.

Who can create and manage Gmelius rules?

- The creator of a shared label or a shared inbox
- The user with whom a Gmail label or an inbox is shared
- The account administrator
- The user with the manager role under your Gmelius account

Rules Fundamentals 

Rules are made up of three sections: 

  1. FOR EACH: the trigger event that qualifies a rule to start scanning for the filter conditions.
  2. IF: filter conditions that need to exist in order for the rule to run the actions.
  3. OR IF: add another condition. Either this condition or the previous one will trigger the action.
  4. THEN: resulting action that occurs from the rule once conditions are met.

We'll go through each specific condition within each of the three categories.

⚡︎ Rules are specific to a shared mailbox/label and work on all the emails that arrive in that shared mailbox/label.

Trigger Event

The For Each section contains triggering events that will cause Gmelius to start evaluating the conditions of your rule and see if they are met.

To avoid an infinite loop of rules, a rule cannot trigger another rule.

List of triggers: 

  • New conversation: A brand new conversation.
  • Customer reply: A customer reply in an existing thread. 
  • Teammate reply: A teammate's reply is sent in an existing thread.
  • New note: An internal note is posted in a conversation. 
  • Conversation tagged: A tag is added to a conversation.
  • Conversation untagged: A tag is removed from a conversation.
  • Conversation assigned to: A conversation is assigned to a teammate.
  • Status change to: A conversation changes status to re-open, pending or closed. 

Filter Conditions

The If section contains the filters you've set that must exist in order for the actions to run. 

List of filters: 

  • Sender email address: Text requirements in the From field, which has the following sub-filters: Is, Contains, Does not contain, Starts with, Ends with.
  • Recipient email address: Text requirements in the To field, which has the following sub-filters: Is, Contains, Does not contain, Starts with, Ends with.
  • Cc email address: Text requirements in the Cc field, which has the following sub-filters: Is, Contains, Does not contain Starts with, Ends with
  • Email subject: Text requirements in the conversation subject line, which has the following sub-filters: Is, Contains, Does not contain, Starts with, Ends with. The text that you enter here does not need to be in quotes.
  • Email body: Text requirements in the conversation body, which has the following sub-filters: Is, Contains, Does not contain, Starts with, Ends with. The text that you enter here does not need to be in quotes.
  • Email time:
    • is between: Compares dates and times inside the defined ones
    • is outside: Compares dates and times outside to the defined ones
  • Conversation assignee: Assignee requirements. An email can be also assigned to anybody.
  • Conversation status: Conversation status requirements which the following sub-filters: Open, Pending, Closed

In filters, such as Sender email address, Recipient email address, CC email address, Email subject. and Email body you can set multiple values by separating them with semicolons ",".

In filters, such as Sender email address, Recipient email address, CC email address, Email subject. and Email body you can set multiple values by separating them with semicolons ",".

AND/OR rule conditions

Gmelius allows you to create rules using AND/OR statements. With this capability, you're able to create complex workflows within a single rule, making it easier to manage moving forward.

Using AND type

You are able to create conditions using And types. Using And will require all the listed conditions to be true in order for the rule to take action.

Using OR IF type

You will be able to create alternative conditions. Using Or will require only one of those conditions to be true.

You can also use a combination of these two types.

Listing keywords within a filter

Some conditions allow you to type in your own text for the condition (such as Email Subject, Body, Sender email address, CC email address). In this case you can type alternative text, i.e. "Or", by inserting a semicolon ";", e.g. important;urgent;confidential

You can create an exclusion rule using “does not contain" in the filter!
Resulting Actions

The Then section contains the list of actions that will result when all filters are met. 

List of actions:

  • Assign to: Assign conversation to a specific teammate.
  • Change status to: Change the status of a conversation, to re-open, pending, closed. 
  • Add tag: Add a specific tag. 
  • Remove tag: Remove a specific tag.
  • Send email: Reply with a specific canned response. You can use your Gmelius templates. 
  • Move to board: Move the conversation to a specific Gmelius board. 
  • Add label: Apply a Gmail label or a Gmelius shared Gmail label. 
  • Remove label: Remove a Gmail label or a Gmelius shared Gmail label. 
  • Snooze: Snooze a conversation. 
  • Add a note: You can mention someone in a rule. An internal note will be posted in the conversation. 
  • Skip inbox: Archive the email conversation. 
  • Move to Inbox: Places the emails in the regular inbox of the user you want
Only available on Growth and Pro: add Tag and add a note
Add a condition to the resulting action

In the resulting action "Then", you can select "After" in order to add a timed condition. You can then select between three conditions: conversation assignee, conversation status, and "No reply".

Pro users can add their business hours and this will apply to all workspaces and all the new conversations.

Using AND type

You are able to create multiple actions in one rule using And types.

 

 To start creating rules, check out this article.

 

How did we do?

How to create a rule

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