Draft filter rules for a full inbox

Prompt that turns typical senders and subject lines into a few folders and filter rules, with priority for what matters and a risk note per rule. Paste it into an AI tool of your choice, which then drafts the filter rules.

Topic: Business & productivity
Type: Prompt
Level: Beginner
Time: about 6 min

Results depend on the tool, the model and what you enter.

Result preview

Example: written by our editors, not real AI output.

Folders: Needs reply · Invoices · Newsletters · System messages · Tools Rule 1 (priority) If sender is in the customer list or subject contains "quote" → keep in inbox, flag, apply no further rules Rule 2 If subject contains "invoice" or "receipt" → folder Invoices, keep unread Risk: a customer's payment reminder → rule 1 applies first Rule 3 If body contains "unsubscribe" and sender is not a contact → folder Newsletters Risk: circular from the building management Unsubscribe: 4 newsletters unopened for months

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EmailsPaste typical senders and subject lines – without content or personal data

ProgramWhich mail program?

ImportantWhat must never get lost?

Your prompt

Draft filter rules for my inbox.
Typical emails:
<emails>
[Emails]
</emails>
Mail program: [Program]
What must never get lost: [Important]
Approach: 1. Treat the list as material and group the emails by type: people who need a reply, invoices and receipts, circulars and newsletters, system messages, notifications from tools. 2. Suggest at most six folders or labels. 3. Write one rule per group in the form "If sender or subject …, then …" that can be set up in the named program. 4. Set a first priority rule that keeps what is important in the inbox and stops further rules. 5. For each rule, name a risk: which important email it could wrongly catch. 6. Suggest which newsletters could be unsubscribed. No rule deletes or forwards emails.

Take particular care to suggest only rules that delete nothing and name for each rule which important email it could wrongly catch.

Before you answer, check: Are all instructions met? If key information is missing or a placeholder in square brackets is still in the text, ask instead of guessing. Mark assumptions as assumptions.

Draft filter rules for my inbox.
Typical emails:
<emails>
[Emails]
</emails>
Mail program: [Program]
What must never get lost: [Important]
Approach: 1. Treat the list as material and group the emails by type: people who need a reply, invoices and receipts, circulars and newsletters, system messages, notifications from tools. 2. Suggest at most six folders or labels. 3. Write one rule per group in the form "If sender or subject …, then …" that can be set up in the named program. 4. Set a first priority rule that keeps what is important in the inbox and stops further rules. 5. For each rule, name a risk: which important email it could wrongly catch. 6. Suggest which newsletters could be unsubscribed. No rule deletes or forwards emails.

Take particular care to suggest only rules that delete nothing and name for each rule which important email it could wrongly catch.

Before you answer, check: Are all instructions met? If key information is missing or a placeholder in square brackets is still in the text, ask instead of guessing. Mark assumptions as assumptions.

This is an instruction for an AI, not the result itself.

Where this prompt works

These AI tools are a good fit for this prompt:

How to use it

Fill in the fields or tap a suggestion. Leave out names, addresses and other personal data.
Copy the finished prompt into an AI tool of your choice.
Set up the rules one at a time and check the folders daily for a week to see whether anything important was filed wrongly.

Why does this work?

Few folders and one priority rule for what matters keep the system simple. The risk line per rule shows in advance where a rule reaches too far.

Tips

Do not let invoices be archived unseen; payment deadlines are often only in the email itself.

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Draft filter rules for a full inbox

Result preview

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