AI-powered inbox rules allow you to automatically create structured cards from incoming emails—no custom parser required. This is especially useful when working with lead sources or systems that aren’t natively supported.
With AI, you can go beyond simple parsing and intelligently extract details, populate fields, and organize work directly on your boards.
Before You Start
- An inbox must be connected
- This feature is available for Premium users
- AI rules apply only to new incoming emails (not retroactive)
- Allow time for a new or edited rule to take effect, then test with a new incoming email.
How to Create an AI Card Creation Rule
- Open Inbox → Inbox Rules.
- On the Rules tab, click Add a new rule.
- Add a descriptive title and select the Inbox. The inbox determines the available conditions and actions.
Example: “Website Form – Owner Leads (AI Card Creation)”
Step 1: Define Your Conditions
Inbox rules can trigger based on a variety of conditions:
- Any Email
- Body / Subject (contains, equals, starts with, etc.)
- Sender or Recipient
- Contact Type
- Date Range or Time Range
- Topics
- Reply Status
- Response SLA
- Related Card
💡 Tip: To include multiple phrases, use separate conditions with OR logic.
Step 2: Choose AI Card Creation
Select AI Card Creation as your action.
You’ll then configure how AI determines when and how to create cards.
Step 3: Define When AI Should Create a Card
You can choose:
- Once per conversation
- On every inbound
You can also:
- Run on all emails, or
- Add an AI filter prompt (recommended)
AI Filter Prompt
Describe exactly what qualifies for card creation.
Example:
“Create a card when the email is an inquiry about a rental property or a request for more information or a tour.”
Be specific—this helps prevent duplicates or irrelevant cards.
Step 4: Set Confidence Threshold
Set the Confidence Threshold using the 0–100 slider. The interface shows confidence bands labeled Extremely Low, Low, Medium, and High.
Choose a threshold for your workflow, then test with emails that should and should not create cards. A value shown in an example configuration is not a required or universally recommended setting.
Step 5: Add AI Instructions (Board Schema)
Tell AI how to build the card using your board fields.
Use the term “board schema” so AI understands your structure.
Example:
“Use the board schema to populate fields. Add the property name to the Preferred Rental field. Include inquiry details in the description. Create a contact if one does not exist.”
💡 Tip: The more specific your instructions, the better your results.
Step 6: Configure Card Settings
- Board & Stage
Select where cards should be created
👉 Recommended: Create a dedicated “AI Review” stage for testing
- Assignee Options
- Set a default assignee, or
- Use board assignment rules
- Always create a new card (do not deduplicate)
- Select this option to disable card deduplication when creating a card. This is a card setting, not a contact-matching instruction.
- If AI is unavailable or credits are exhausted
- Choose Create a simple card (subject as title, email body as description) to use the email subject and body without AI extraction, or
- Choose Skip — do not create a card.
- Check the credit information shown in your own account when choosing the fallback.
Step 7: Conversation Management Options
- Archive Conversation on Creation ✅ Recommended
Keeps your inbox clean and shifts work to boards
- Assign Conversation to Card Assignee
Keeps ownership aligned between inbox and board
Additional Notes
- Rules can include multiple conditions and actions
- Supports AND / OR logic
- Changes are not retroactive
Best Practices
- Start with a test stage (e.g., “AI Review”) to validate results
- Use clear, specific AI prompts
- Test the Confidence Threshold against representative emails before applying the rule broadly
- Review early results and refine your instructions
- Ensure your emails contain the data you want mapped to fields
Common Use Cases
- Lead intake from website forms
- Owner inquiries
- Maintenance requests from unsupported systems
- General inbox triage into structured workflows
Important: Expect Iteration
AI card creation is powerful—but not perfect out of the box.
Expect some trial and error as you:
- Learn how AI interprets your instructions
- Refine prompts and conditions
- Align outputs with your board structure
The best results come from:
- Understanding your board schema
- Knowing what data exists in your emails
- Clearly defining your expectations