Message filters

In Yandex 360 for Business, you can set up message filters that Yandex Mail will use to automatically forward incoming messages to another address or delete them from the recipient's inbox.

Here are some common use cases:

• Forward messages sent to the former employee's email to the new employee.

• Duplicate all messages from a specific client to the email of the employee who works with this client.

• Delete messages received from unwanted addresses.

Message filters help you streamline your workflow in Yandex Mail and protect against spam and data leaks.

Company admins and message filter managers can set up filters only for mailboxes on the company's domain. Employees can set up custom message filters in their inboxes, but the filters configured through the organization's account take priority and are applied first.

You can create, edit, and move the filters in the list to change their priority and delete the filters you no longer need.

Actions with filters

Filter priority

Filters are applied one by one: the higher the filter is in the list, the higher its priority. If actions that cannot be completed simultaneously have been set for several filters with the same conditions, the filter located higher up the list will be applied.

To change the priority:

1. Open Yandex 360 for Business.

2. In the left menu, select Mail → Message filters.

3. Click Edit.

4. Click to the left of the filter and drag the filter up or down in the list.

5. Click Save changes.

Filters with multiple conditions

One filter may include several conditions. When setting up a filter, choose how the conditions should work: all at once or just one.

For example, an employee receives emails from colleagues and sales proposals from the company's clients. When they go to vacation, sales proposals need to be forwarded to another employee. When setting up the filter, add two conditions: the message must be sent to the absent employee's email, and its subject must contain the phrase "sales proposal".

Settings for this example

1. Open Yandex 360 for Business.

2. In the left menu, select Mail → Message filters.

3. Click Add.

4. In If applied, select all filters for both filter conditions to apply simultaneously.

5. Specify the filter conditions. Select To → contains and specify the email of the employee who's on leave.

6. Click condition.

7. Set the second condition: Subject → contains and enter "sales proposal".

8. In Then this message, select Forward to and specify the address of the employee who should receive the emails.

9. Tap Create filter.

You can add conditions as a group. Use nested groups of conditions when only some of the conditions should apply at once. Up to four nesting levels are allowed.

Example. An employee receives messages from colleagues and one specific client, as well as responds to all inquiries about contracts (with a file attached). You need to set up a filter for the duration of their vacation so that their colleague receives messages from a specific client and all contract‑related inquiries. For contract-related messages, it's convenient to group conditions: the subject should contain the word "contract", and the message should have an attachment.

Settings for this example

1. Open Yandex 360 for Business.

2. In the left menu, select Mail → Message filters.

3. Click Add.

4. In If applied, select one of the conditions.

5. Specify the filter conditions. Select From → contains and specify the email of the client who sends the messages.

6. Click group of conditions.

7. Set the conditions:

   • Message body → contains and enter "Contract".

   • Attachment → is present.

   

8. In Then this message, select Forward to and specify the address of the employee who should receive the emails instead of the person on vacation.

9. Click Create filter.

Blocking filter

When a filter with the enabled Blocking filter is triggered, the filters below it aren't applied. If a filter with this option enabled doesn't trigger, all filters below apply as usual.

Example. An employee receives sales proposals from the company clients and messages from colleagues. While the employee is away, their responsibilities are divided between two people: one handles sales proposals, and the other replies to work emails. Create two filters: one will contain the option Blocking filter and forward sales proposals to the first person, and the other, which is lower on the list, will forward all messages to the second person. If a message contains a sales proposal, it won't be sent to the second colleague because the blocking filter is triggered.

Settings for this example

1. Open Yandex 360 for Business.

2. In the left menu, select Mail → Message filters.

3. Click Add.

4. In If applied, select all filters.

5. Forwards emails that contain the words "Sales proposal" to the first employee (the Blocking filter setting is enabled).

   

   Set the filter and click Create filter.

6. Forward emails to the second colleague:

   

   Set the filter and click Create filter. As this filter is placed below the one that has the Blocking filter enabled, all emails will be forwarded except for sales proposals.

Limits:

• Filters start working 10 minutes after they're created or modified and apply only to messages received after that. Filters won't affect the messages that have already been received.

• The maximum number of filters per organization in Yandex 360 for Business is 200.

• You can specify up to 30 forwarding addresses in one filter. They all must be on your company's domain.

An employee with the rights to manage organization settings in Yandex 360 for Business. How to grant administrator rights

An employee with the rights to manage a specific group of settings in Yandex 360 for Business. For example, payment and service plan managers have access to the "Payment and service plan" section, and message filters managers have access to the "Message filtering" section. Managerial roles and how to assign them