Outlook Rules are a powerful tool for automating the categorization and handling of incoming emails. Integrating these with XBert, the platform creates an efficient workflow that will save time and improve productivity.
Each email received can be utilised to generate tasks in XBert. Furthermore, XBert's intelligent system can recognize which client an email pertains to, further enhancing your email management process.
Here is a brief overview of the process:
Setting up Outlook Rules: The first step involves configuring your Outlook Rules. You can set up a rule to automatically forward specific emails to XBert based on the email's criteria, such as sender, subject line, or specific keywords. You can also create rules that move these emails to specific folders, ensuring your inbox remains organised.
Emails become tasks in XBert: Once an email is forwarded to XBert, the platform automatically turns it into a task. This saves time by eliminating the need to enter tasks into the system manually.
Automatic Client Recognition: XBert scans each incoming email and determines which client it belongs to. It automatically associates the task with the relevant client, making task tracking more accessible and efficient.
Building Email Rules in XBert: XBert further simplifies the process by automatically building email rules based on your activity. The more you use the system, the better it gets at categorizing and routing your emails.
This integration between Outlook and XBert improves your email management and ensures a seamless transition from email to task creation. As a result, you can focus more on serving your clients and less on administrative tasks.
Here's how to build rules using the Outlook Cloud Version:
On Microsoft Outlook, go to Settings.
Click on Mail > Rules.
Click on + Add new rule.
Name your rule.
Select conditions. e.g. I've set my conditions as follows:
Emails from team members
I'm the only recipient
The subject or body includes keywords such as additional information, action, and review.
Then, select actions. E.g. forward to your custom XBert email address.
You can immediately send an email task to a specified process by adding +(name of the process) before @automate.xbert.io.
e.g. 223QYB18450+adhoc@automate.xbert.io - This will send an email addressed to this email address to the Ad Hoc process.
You can also add exceptions, e.g. if the email is labelled low importance or high importance.
Once you've built your rule, click Save, and you're all set!
Your rule will now appear under your settings' Mail > Rules section in Microsoft Outlook.
You can edit or delete the rule from the icons on the far right of the rule.
You can use rules to add these emails into a folder and category specifically for XBert Tasks.
Every email affected by the rule will then be sent to the folder and category of your choice. e.g. I've made a folder and category called XBert Tasks.
Reach out and discuss your needs with our support team. We are here to help.