Message filtering

  1. Create a filter
  2. Edit a filter
  3. Change filter priority
  4. Delete a filter
Attention. Under clause 3.7 of the offer, when enabling access, the admin is obliged to notify all users of this and, if necessary, obtain their written consent (unless it was obtained earlier).

Message filtering is available for companies with Optimal or Advanced plans.

The company admin can set up filters for processing employee emails automatically: forward them to another address or delete them from the recipient's mailbox.

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

Create a filter

Restriction. You can create no more than 200 filters for a company.
  1. Open Yandex 360 for Business.
  2. In the menu on the left, select Message filters.
  3. Click Add.
  4. In the If applied block, set the filter conditions.
    Example

    While the employee is on vacation, you need to forward emails sent to their mailbox to your mailbox, or that of another employee. Select To → contains and enter the email address of the employee who is on vacation.

    For more information on how to set up a condition, see this article.

  5. Add several conditions if you want to set up a complex filter. Conditions can be grouped and nested up to four levels.
    Add a condition
    1. Click Add.
    2. Select the parameter for the new condition and its strictness.
    3. Enter the value of the chosen parameter.
    Example

    An employee receives both work emails and sales proposals to their mailbox. To filter only proposals, set the condition Subject → contains and enter “Sales proposal”.

    Add a group of conditions
    1. Click Group of conditions under the parent condition and add several child conditions.
    2. Select the parameters of conditions and their strictness.
    3. Enter the values of the chosen parameters.
      Example

      An employee receives work emails and acceptance certificates from contractors to their mailbox. To filter emails from a particular contractor with attached acceptance certificates, except acceptance certificates pertaining to contract No. 1152-B:

      1. Select From → contains and specify the sender's email address.
      2. Select Subject → contains and enter “Acceptance certificate”.
      3. Select Subject → doesn't contain and enter “1152-B”.
      4. Select Attachment → has.
    4. Specify if these conditions must be met simultaneously:
      • One of the conditions: The parent condition is triggered if at least one child condition is met.
      • All conditions: The parent condition is triggered if all child conditions are met.
    Duplicate a condition
    1. Click duplicate below a condition or a group of conditions to duplicate its parameters and values in a new condition or group.
    2. Edit the condition if necessary.
  6. If you add several conditions or groups, specify whether you want them to be met simultaneously:
    • One of the conditions: The filter is triggered if at least one of the conditions is met.
    • All conditions: The filter is triggered if all the conditions are met.

  7. Select an action in the Then this message block:

    • Delete in the recipient's mailbox: The email will be deleted before it reaches the employee's mailbox.
    • Forward to: The email will be forwarded to the specified address.
    Note. A filter can perform up to 30 actions at a time. For example, it can delete emails in an employee's mailbox and forward them to 29 other mailboxes.
  8. You can enable the Blocking filter setting: the filters placed below the filter with this setting will not be applied, but the filters above it will.
    Example

    An employee receives both work emails and sales proposals to their mailbox. 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 filters:

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

    If you don't enable the Blocking filter setting for the first filter, then the second employee will receive all emails indiscriminately, including sales proposals.

  9. Click Create filter.

Edit a filter

  1. Open Yandex 360 for Business.
  2. In the menu on the left, select Message filters.
  3. Click Edit.
  4. Click to the right of the filter.
  5. Edit the filter and click Save changes.

Change filter priority

Note. 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.
  1. Open Yandex 360 for Business.
  2. In the menu on the left, select 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.

Delete a filter

  1. Open Yandex 360 for Business.
  2. In the menu on the left, select 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.