Message filters

Plans with message filters

Message filters are available with the Advanced and Optimal plans.

Administrators and message filters managers can set up filters that Yandex Mail will apply to automatically process employees' emails: forward them to another address or delete from the recipient's mailbox. Filters can only be set up for mailboxes in the organization's domain.

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

Limits

• Filters take effect 10 minutes after they're created. If you edit the filter conditions or their order, the changes will also apply in 10 minutes.

• You can add no more than 200 filters in total and for no more than 30 actions at a time. For example, you can add one filter to delete emails from the employee's mailbox and another filter to forward emails to 29 other addresses — this adds up to 30 actions in total.

Create a simple filter

Let's say an employee has gone on vacation, and all the emails that they receive need to be forwarded to another person's mailbox.

1. Open Yandex 360 for Business.

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

3. Click Add.

4. In the If applied block, set the filter conditions. Select To → contains and specify the email of the employee who will be on vacation.

   

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

6. Click Create filter.

Create a complex filter

Add several filter conditions

Add a nested group of conditions

Add several filter conditions

For example, an employee receives emails from colleagues and sales proposals from the company's clients. To have only sales proposals forwarded to another employee during the vacation, set up two filter conditions that will apply simultaneously:

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 conditions for processing emails (in the same way as for simple filters). Select To → contains and specify the email of the employee who will be on vacation.

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. Click Create filter.

Add a nested group of conditions

Groups are useful when you need to combine conditions that should apply simultaneously. You can add groups with up to four nesting levels.

For example, an employee receives emails from colleagues and one specific client, as well as responds to all inquiries about contracts (with a file attached). This employee is going on vacation, and you want to set up filters so that emails from that one specific client and contracting inquiries are forwarded to another employee. To do this, you need to add one regular condition, as well as two grouped conditions:

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.

Set the order of filter application

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.

Move a filter

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.

Set up a 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.

For example, an employee receives sales proposals from the company's clients and emails from colleagues. While the employee is on vacation, their responsibilities are divided between two people: one handles sales proposals, and the other replies to work emails. Create two different filters:

1. Emails to the employee on vacation containing the phrase "sales proposal" should be forwarded to the first colleague (the Blocking filter option is enabled):

   

   Set the filter and click Create filter.

2. 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.

Edit a filter

1. Open Yandex 360 for Business.

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

3. Click Edit.

4. Click to the right of the filter.

5. Edit the filter and click Save changes.

Delete a filter

1. Open Yandex 360 for Business.

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

3. Click Edit.

4. Click to the right of the filter. To delete all existing filters, click Delete all.

5. Click Save changes.

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