--- title: "Mailbox Rules" slug: "mailbox-rules" updated: 2024-02-09T06:32:57Z published: 2024-02-09T06:32:57Z canonical: "help.symphonysummitai.com/mailbox-rules" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.symphonysummitai.com/llms.txt > Use this file to discover all available pages before exploring further. # Mailbox Rules ## Rules Define actions on incoming emails, restrict emails, and perform multiple actions by configuring various rules for a mailbox. Let's configure rules for our mailbox! **Mailbox Diagnosis** Mailbox Diagnosis is a feature available in the Rules tab that helps in establishing a connection with the mailbox. It performs the following actions: - Checks the establishment of connections between instance and mailbox. - Determines the folder structure of the mailbox. - Identifies the number of emails present in each mailbox. Refer the below gif to understand Mailbox Diagnosis feature. ![mailbox%20diagnosis%20gif](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/mailbox%20diagnosis%20gif.gif?sv=2026-02-06&spr=https&st=2026-10-30T11%3A22%3A01Z&se=2026-10-30T12%3A22%3A01Z&sr=c&sp=r&sig=kXVwg2M%2FKwfSZVF9s%2BEUJAacM50Nmkrtds84s34z5vc%3D) ## **1. Folder Selection for Processing Emails** Select the folders through which the emails are processed from. Click ***Get Folders*** icon. Once the connection is established, the folders will be available in the ***Folder*** drop-down. ## **2. Action for Processed Emails** Select the desired action for all the processed/parsed emails. Select ***Delete*** option to delete all the processed emails. NoteSelecting **Delete** will not permanently delete the mails rather the mails will be moved to the trash folder. Select ***Move to Folder*** option to move the processed emails to different folders. ## **3. Action for Un-Processed Emails** Select the desired action for all the un-processed/un-parsed emails. Select ***Delete*** option to delete all the un-processed emails. NoteSelecting **Delete** will not permanently delete the mails rather the mails will be moved to the trash folder. Select ***Move to Folder*** option to move the un-processed emails to different folders. Further, these un-processed emails can be forwarded and notified to selected recipients. ## **4. Action for Restricted Emails** Add the Email IDs that shouldn't be processed, separating each with a comma. You can restrict emails from an entire domain by adding *. For example, *@sbi.com Further, these restricted emails can be forwarded and notified to selected recipients. ## **5. Choose Recipient Type for Email Processing** Select the desired recipient type to process the emails. Enable the desired toggle switch among the **TO**, **CC**, and **BCC** options. NoteAny emails that are present in a mailbox but are not under TO or CC options will be treated as BCC. ## **6. Action for Invalid Emails** Select the desired action for invalid emails. These invalid emails can be forwarded and notified to selected recipients. ## **7. Action for Error Emails** Select the desired action for error emails. These error emails can be forwarded and notified to selected recipients. ## **8. Incoming Mail Configurations** Select the desired options for various scenarios such as: i. Parse incoming emails if the subject is empty ii. Number of mails to be received in mailbox iii. Notify Administrator iv. Display message Refer the below video to understand the configuration steps for **Folder Selection for Processing emails, Action for Processed, Unprocessed,** and **Restricted emails.** [Video](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/Mailbox%20rules%20part%201%20gif.mp4?sv=2026-02-06&spr=https&st=2026-10-30T11%3A22%3A01Z&se=2026-10-30T12%3A22%3A01Z&sr=c&sp=r&sig=kXVwg2M%2FKwfSZVF9s%2BEUJAacM50Nmkrtds84s34z5vc%3D) Refer the below video to understand the configuration steps for **Choose Recipient Type for email processing****, Action for Invalid** and **Error** **emails, Incoming email configurations.** [Video](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/mailbox%20rules%20part%202.mp4?sv=2026-02-06&spr=https&st=2026-10-30T11%3A22%3A01Z&se=2026-10-30T12%3A22%3A01Z&sr=c&sp=r&sig=kXVwg2M%2FKwfSZVF9s%2BEUJAacM50Nmkrtds84s34z5vc%3D) ### Change History and Versioning A Mailbox Configuration's **Change History** is often a log or record of any alterations, updates, or changes made to the mailbox throughout time. The term **Versioning** describes the process of keeping track of various changes or versions of the mailbox over time. ![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/Change%20History%20and%20Versioning.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A22%3A01Z&se=2026-10-30T12%3A22%3A01Z&sr=c&sp=r&sig=kXVwg2M%2FKwfSZVF9s%2BEUJAacM50Nmkrtds84s34z5vc%3D) Figure: Versioning and Change History Change History helps in maintaining transparency, compliance, and accuracy in managing multiple mailboxes across different teams. The change history feature provides a historical reference to each amendment and is a great audit trail. ![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/Change%20History(1).png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A22%3A01Z&se=2026-10-30T12%3A22%3A01Z&sr=c&sp=r&sig=kXVwg2M%2FKwfSZVF9s%2BEUJAacM50Nmkrtds84s34z5vc%3D) The below figure represents the changes made to each item along with the timestamp and user details. Change History gives a detailed overview of changes made to each record. ![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1707457230881.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A22%3A01Z&se=2026-10-30T12%3A22%3A01Z&sr=c&sp=r&sig=kXVwg2M%2FKwfSZVF9s%2BEUJAacM50Nmkrtds84s34z5vc%3D) Figure: Change History details A detailed view of each of the records can be accessed by clicking the links. Refer to the image below. ![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/image-1707457220083.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A22%3A01Z&se=2026-10-30T12%3A22%3A01Z&sr=c&sp=r&sig=kXVwg2M%2FKwfSZVF9s%2BEUJAacM50Nmkrtds84s34z5vc%3D) Figure: Mailbox Configuration Change History details ### Versioning Versioning helps to understand the number of revisions done to a record. For ex: The figure below depicts v6 which shows that there were 6 revisions done to record. ![](https://cdn.document360.io/62351b42-cfbd-43ad-8ce1-82b8f455337f/Images/Documentation/Versioning.png?sv=2026-02-06&spr=https&st=2026-10-30T11%3A22%3A01Z&se=2026-10-30T12%3A22%3A01Z&sr=c&sp=r&sig=kXVwg2M%2FKwfSZVF9s%2BEUJAacM50Nmkrtds84s34z5vc%3D)Figure: Versioning details