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Automatic assignment rules

Automatic assignment assigns new email arriving in the team mailbox to an owner according to rules: to one person or in turn among selected people. The first matching rule is applied; the assigned person is notified.

  • Organization administrator
  • Organizations with team collaboration enabled

What are automatic assignment rules?

Automatic assignment assigns a new email arriving in the team mailbox to an owner according to rules: to one person or in turn among selected people. Who can do this: Organization administrator; Organizations with Teamwork enabled. Rules are tried in the order they are listed 1; the first matching rule assigns the email. The first matching rule is applied; a notification is sent to the assigned person.

Steps

  1. In SmartMail Management, open the Automatic assignment section and select Mailbox.

  2. Give the rule a name and select the condition: All incoming emails, Sender domain, Sender address or Subject contains.

  3. Under Assignment, select To one person or Round-robin (among people), select the people and click Add rule 3.

Automatic assignment rules: assign to one person or in turn among people based on a condition
  1. 1First matching rule
  2. 2Round-robin distribution
  3. 3New rule
Automatic assignment rules, with demo data.
Result Rules are tried in the order listed 1; the first matching rule assigns the email. In round-robin distribution 2, each new email goes to the next person in the list. People can only be selected from those who can see this mailbox; anyone whose access is removed later is skipped.
TipEmails that already have an owner and emails older than three days are not touched; when the rule is first set up, past emails are not assigned in bulk. Add an "All incoming emails" rule as the last row to ensure no email is left unassigned.

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