Incoming Filter

Incoming filters in NICeMail allow you to organize your incoming emails. It will also help you automatically perform certain actions on your incoming emails.

Create New Filter

1. Login to https://mail.gov.in/.
2. Click the Settings  icon.
3. Go to Filters.
4. Go to Settings > Filters > Incoming filters.
5. Click the Incoming Emails Filter tab. Click on New Filter.
   
6. Provide the Filter Name, Filter Conditions and Actions in the New filter tab​
   • Filter name - ​To identify the filter.
   • Condition Type - 
     • Any of these conditions (OR) - The actions are processed even if one of the conditions matches.
     • All the conditions (AND) - The actions are processed only if all of the specified conditions match.
     • Advanced Filters (AND/ OR) - The actions are processed based on the criteria provided for the conditions.
     • No conditions. All incoming emails - The actions are processed for all the incoming messages, irrespective of whether or not the conditions match.
7. Choose the required parameter for the Condition Type and provide the Condition for the particular parameter. 
8. Select the matching pattern, to connect the conditions you have provided. The available options vary according to the chosen parameter. 
   1. Ex: For parameter "From", the pattern can be "Contains", "Begins with", "Ends with" etc. 
   2. For the parameter "Priority", the matching pattern is "Is", "Higher than", and "Lower than"
9. After adding the necessary conditions, choose the Actions that you want to set for your filter.
   
10. For the ‘Move to Folder’, ‘Flag as’, and ‘Tag as’ actions select the suitable folder, tag, or flag from the drop-down menu across the actions field.
11. Select the 'Do not process other filters, for matching conditions' checkbox to stop the execution of other filters.
12. Select the 'Run existing emails through this filter' checkbox and choose the folder using the Select folder drop-down to apply the filter to the chosen folder.
    • This option will be available only when you create a new filter. 
13. Click Save to save your filter preferences.

Conditions and Actions

Any custom filter has two parts: Conditions and Actions. In simpler terms, you define the conditions in the first part and provide a rule or an action, which should be carried out when the part 1 condition is fulfilled. 

Conditions

You can set up multiple conditions and multiple actions based on your requirements. The conditions that can be associated with any filter, the operating parameters and the data type that has to be used with each condition are listed below: 

Actions:

Managing your mailbox:

• Move to Folder - You can select a folder and move the email to a specific folder. You can also create a new folder if you haven't already created one for a set of conditions.
• Tag as - You can choose a tag that can be applied to the email. 
• Mark as read/Unread - You can change the Read/ Unread state of the email. Ex: You can mark certain notifications as read, without adding them to the unread count. 
• Archive email - You can archive emails that meet the conditions specified by this filter. You can then view all archived emails in the View archived section within your email listing.
• Set a reminder - You can set reminders for the email processed by this filter based on the conditions provided. You'll be reminded through notification based on the reminder preset configured by you.
• Snooze for - You can snooze emails processed by this filter based on the conditions provided. The emails you snooze will appear on top of the list of the folder at the set snooze time. You can also access the snoozed emails from the Snoozed folder in the left menu.
• Send an auto response - You can send an auto-response for the email processed by this filter based on the provided conditions. You can choose the preferred auto-responses from a list of predefined templates.
• Delete email (Trash) - You can move email directly to Trash based on some conditions. Ex: It will be useful when some newsletters keep coming, even after unsubscribing several times. 

• Delete after N days - This action deletes the emails that fall under the defined condition after the specified number of days. This action will be useful in cases where certain notifications are necessary at that point but are not meaningful after a few days. A tag with the number of days left for an email to be deleted (up to 10 days) will display at the end of the respective emails at the email listing.
  ​

   It is always advisable to use the 'Delete after N days' action with the 'Move to Folder' action because you will have an idea that emails in that particular folder will be deleted after the specified number of days. Also, make sure that this folder is named relevantly to convey that the folder content will be deleted after a few days.
• Don't add attachments to Attachment Viewer - Incoming attachments will not be added to the attachment viewer if this action is selected. If you decide that a record of certain attachments is enough in just emails, and doesn't have to be added to the attachment viewer, this action can be used. 

Processing your emails:

• Add Mail as Notes - Add the entire email as a note, with the subject as Title and the email content as the Notes. 
• Assign Mail as Task - Add the email as a Task, with the Subject as Title and email content as Description

Managing your attachments:

You can configure filters to perform certain actions on email attachments that match your conditions, such as tagging, marking as read, deleting, or choosing not to add attachments to the Attachment Viewer by selecting Don't add attachments to Attachment Viewer. (Attachments that are part of your emails will not be added to the Attachment Viewer if you select this action.)

You can upload only the attachments in the incoming email or also upload the email content as EML or HTML. 

Advanced Filters

You can create Advanced filters by using a combination of AND and OR condition types. Select the Advanced conditions (AND/ OR) condition type to create advanced filters. After adding multiple Conditions, you can change the AND or OR option between the conditions by clicking them.

Apart from selecting AND or OR between conditions, you can decide the sequence in which these conditions need to be run by editing the Criteria pattern. Click on Edit next to the Criteria pattern and enter the desired sequence of conditions and click Save.