#2493 new

Automatically archive an email once I replied to that mail?

Reported by Christopher | February 13th, 2020 @ 09:57 AM

Is there a way to automatically file emails based on a reply that I just sent?

To gain inbox zero I set up my email folder structure as such:

  • Inbox (starting point)
  • @Follow-Up (via shortcut I move all messages to that folder that I need to reply to)
  • @Do (via shortcut I move all messages to that folder that I need to act on)
  • @Read Later (server based rules move all messages here that are newsletters or have noreply, no-reply, info, or do-not-reply-adress)
  • @Waiting (I also set up a smart folder for all messages for which I am awaiting a reply)

Focussing on the folder @Follow-Up, when I reply to an email in that folder I want the corresponding mail to be automatically moved from @Follow-Up to my Archive. I already set up a smart folder based on the folder @Follow-Up with the condition "Thread-ID is in Sent Messages". I use this smart mailbox to run a rule on @Follow-Up that does what I want: Remove possible reply-tags and move the message to the archive once the conditions are matched.

However, I am afraid this technique might fail once I have a longer email conversation and there would already be a reply by me in the Sent Messages folder since the conditions are based on the Thread-ID. Do you have an idea how to refine this procedure?

Just as an addon (if it helps anybody else):

Since I am running zero inbox, the system described above works perfectly fine for my @Waiting-workflow: I have a smart mailbox called @Waiting in which I see all my sent messages that have been tagged as waiting and for which I need a reply from someone else.

I set up a smart mailbox based on the smart mailbox @Waiting with the condition that the Thread-ID would be in Inbox. As a rule for that smart mailbox I just set it up to remove the Waiting tag (no conditions for that rule). For an Inbox that is alway empty, that is not a problem.

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Mac OS X email client.

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