How it works
Create folder-based rules that send documents to the right recipient instantly or on a schedule.
- Choose a workspace folder and recipient.
- Select the sender and instant, daily, weekly, or monthly delivery.
- Enable the rule and monitor delivery activity.
Send documents to the right people
Automated Sending sends documents out of your workspace. Email forwarding brings attachments into it. Create a separate rule for each folder and recipient.
Example: send tax documents to your tax adviser weekly, payroll to HR monthly, and invoices to Accounting daily. The illustration shows examples of recipients you choose, not automatic department detection.
Connect and choose a sender
- AI Sortify sender: the built-in option for automated rules.
- Your own accounts: connect Gmail, Outlook, or a professional SMTP mailbox in Email senders. Multiple accounts can be connected when your plan includes this feature.
- Choose a connected sender for each rule. The sender is the account sending the email; the recipient is the person receiving the files.
- Open Connected email senders to review accounts. Account actions include Send test, Reconnect when needed, and Disconnect. Sending a test sends a real email.
- Manual document emails require one of your connected accounts.
Rule setup
- Workspace folder: choose the folder whose documents should be emailed.
- Recipient: files from the rule are sent to this email address.
- Schedule: instant, daily, weekly, or monthly delivery.
Activity and retries
- Logs show delivered, failed, pending, and retryable emails.
- Failed emails can be opened from the rule drawer and resent when retry is available.
- Email rule count and volume may be limited by your current plan.
Before you start
- The workspace owner manages rules. Your plan must include Automated Sending and have an available rule slot.
- Create your workspace folder structure first, then choose an available folder when creating the rule.
- Check the recipient, sender, schedule, and enabled state before saving. Enabled rules can send real documents automatically.
- If a sender requires reconnection, reconnect it and review affected delivery attempts. Use Retry only where the app offers it.
Review a schedule before enabling it
- Instant delivery and scheduled delivery are different choices. Check the schedule offered in the rule editor.
- Review the folder, recipient, connected sender, and enabled state after editing.
- Disabling a rule prevents future work according to its enabled state; review existing delivery attempts separately.
Example: Create one rule for tax documents to your adviser and another for payroll to HR. Check each recipient separately.
Investigate an unsuccessful delivery
- Open the rule’s delivery activity and read the error.
- Repair an expired sender connection or other reported cause first.
- Retry only the affected attempt where the app offers Retry, then check its new status.
Learn more
The full guide covers more settings, requirements, and troubleshooting. Read the full guide →