Build your first workflow

Click Workflows in the left rail. The page lists your workflows on the left. If you have none yet, the list says “No workflows yet. Build one on the canvas to auto-triage your inbox.”

Click New workflow at the top of the list. A menu of templates opens. Each template is a ready-made set of connected steps that you can change.

Click One mailbox, on arrival.

The canvas now shows four connected steps, from top to bottom:

1. When mail arrives: the trigger. It starts the workflow when new mail lands.
2. Mailbox: the mailbox to watch.
3. If: the condition each new message has to meet.
4. Archive: the action, connected to the Yes output of If.

Nothing is saved yet. The workflow only exists on your screen until you click Create workflow.

Click the name field at the top left of the canvas. It shows “Untitled workflow” until you type. Enter a name that says what the workflow does, such as Archive newsletters. Names can be up to 80 characters.

In the Mailbox step, open the Mailbox list and pick the mailbox to watch. The first mailbox in the workspace is already selected.

Leave Provides set to newly arrived mail. That setting is what lets the When mail arrives trigger watch this mailbox. When the trigger is connected, its card says which address it is watching.

The If step decides which messages go on to the action. It starts with one condition: Sender contains an empty value.

Click the field that shows “value” and type part of the sender’s address, for example news@example.com. You can change Sender to Recipient, Cc, Subject, Body or Has attachment, and contains to equals, starts with or ends with.

Messages that match go out of the Yes output to Archive. Messages that do not match go out of No, which is not connected here, so nothing happens to them.

Check that the switch next to the name says Enabled. Then click Create workflow at the top right.

If something is missing, a red message appears at the top right instead, for example “Give your workflow a name”. Fix what it says and click Create workflow again.

When the save works, the top right shows Saved, the button changes to Save, and your workflow appears in the list on the left.

Right after you save, the When mail arrives card says it is taking a baseline. This means Metis Suite is noting the mail already in the mailbox, so the workflow skips it. Only mail that arrives from now on goes through the workflow.

After a short while, reload the page. The card then shows Checked followed by the date and time of its last check.

Wait for a new message from the sender, or send yourself a test message that matches your condition. Shortly after it arrives, the workflow runs and the message moves to Archive.

To see what happened, click Activity at the bottom of the workflow list. Each run of your workflow appears as a card with its status and the steps it ran. Click the card to open the run and see which messages each step handled.