Sort mail with Mail sorting

Flo sorts each new email in your Inbox with your Mail sorting. It moves a conversation only between Inbox views, and History can undo every move. Flo never sends an email and never changes a record on its own. Hire’s own rules come first: when you wrote last the conversation waits for their answer, and a no-reply sender goes to FYI, with no model involved. Otherwise a small decision model reads only the newest email from the other side, trimmed to what they newly wrote, picks the rule and says how sure it is. A small text model writes the conversation’s summary from the same email, so the summary is ready when you open it. Flo’s larger model writes only the drafts. Open Inbox, then select Mail sorting. The switch at the top turns sorting on or off for your mailbox.

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Rules

Flo checks your own rules first, then these: To add your own rule, describe it in Tell Flo how to sort your mail, for example “Out of office replies go to FYI”, and select Create rule. Flo names the rule and picks the view. Turn a rule off with its switch, or delete it. Hire asks you to confirm a delete first. When Flo isn’t sure, it leaves the conversation where it is and History says so. Each row in the Inbox shows the label Flo gave it, such as Client replied to CV out. Why is this here? on a conversation names the rule and what Flo did.

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Tags

A tag is an extra label, such as Urgent client or Masan candidates. Flo adds it to each new email that fits what you said belongs in it. A tag never moves mail between views by itself, and tags stay in Hire: they never appear in Gmail. To add a tag, open Tags, then:

1. Name the tag and pick its colour.
2. Under What belongs here, say in plain English which mail it is for.
3. Optional: select Try on last 7 days. Flo says which of your recent conversations it would tag, and changes nothing.
4. Select Create tag.

You can keep up to 100 tags of your own, and the agency up to 100. Your tags are only yours. Owners and Admins can also choose Whole agency under Who gets it, and every member gets those tags under Agency tags. Last 7 days counts the conversations each tag went on. Select Edit to change or delete a tag. A delete asks you to confirm first, because the tag comes off every conversation that has it. Each Inbox row shows its tags before Flo’s label. Filter lists your tags, the agency’s and No tag, with how many conversations in the view have each. Tick one or more to see the mail with any of them, and select Clear to see everything again. A conversation shows its tags under its title. Select + Tag to add or remove one yourself. Why is this here? says why Flo added each tag. Select Remove tag when Flo got it wrong: Flo won’t add that tag to the conversation again, and it learns from the removal. History shows the removal on the row where Flo added the tag, under Corrected by you. Edit what belongs opens the tag on the Tags tab. A rule can use a tag. In Tell Flo how to sort your mail, select a tag under Use a tag to put it in your sentence, for example “When mail is tagged Urgent client, keep it in Needs reply until I’ve answered it.” The rule shows the tag in When.

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Test a rule

On Test, pick one of your recent conversations or paste an email. Flo shows the rule it would match, why, which tags it would add, and what it would do. Nothing moves and nothing is drafted while you test.

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History

History lists every conversation Flo sorted in the last 30 days, with the rule, the reason and what Flo did.

• Undo puts a conversation back where it was before Flo moved it.
• Tell Flo says where it should have gone, with an optional reason. Flo moves it there and follows your reason next time.
• Open draft opens Flo’s draft. Draft anyway asks Flo for a draft it skipped.

Moving a conversation Flo sorted back to Needs reply also counts as a correction. After two matching corrections for one sender, Flo sends that sender’s mail straight to the view you chose. Settings lists these senders, and Forget removes one.

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Settings

• Draft replies for me and How sure Flo should be: Always drafts every time, Standard skips when Flo can’t tell what to say, and Only when sure drafts only when Flo is very sure.
• Follow-ups: the working days before a reminder, whether Flo drafts a nudge when one comes due, and Scan now, which sorts the last 30 days of mail that waits on you or on them.
• Your voice: paste a few emails you wrote, and set the signature Flo ends each draft with. Flo also learns from your edits to its drafts. It never reads your other sent mail.