Custom Spaces: Organize Your Inbox

Custom spaces allow you to organize your inbox by teaching Flora AI how you want your emails to be managed. Think of them as smart folders that automatically sort your messages and take action on them for you.

This guide will walk you through how to use custom spaces to create a personalized inbox that works for you.

What are Custom Spaces?

Custom spaces are intelligent containers that group relevant emails and know what to do with them. They help you organize emails into dedicated areas within your inbox using rules you create with simple, everyday language. Flora interprets these rules to automatically organize your incoming mail and perform tasks on your behalf.

How to Create a New Space

Creating a space is straightforward:

1. Find the 'Spaces' section on your DearFlow homepage header with the "configuration gear" icon and click the '+' button.
2. Name your Space. Choose a descriptive name like "Project Updates" or "Family News."
3. Set your rules. Tell Flora AI what to look for.
4. Choose an Action. Select an automated action for Flora AI to perform when emails match your rules.

How to Set Up Rules with Natural Language

You can set up rules by typing instructions in natural language. Simply describe what you're looking for in the rule box:

• "emails about our upcoming marketing campaign"
• "messages from my book club"
• "all newsletters I've subscribed to"

Flora AI will understand your intent and apply the rules accordingly. You can combine multiple rules to get more specific filtering.

What Types of Rules Can Be Configured?

You can create rules based on various email characteristics:

• Keywords or Topics: Group emails by themes using natural language (e.g., "emails about cold outreach," "job applications").
• Sender: Filter emails from a specific person (e.g., "messages from Jane Doe").
• Domain: Organize emails from a particular company or organization (e.g., "all emails from "@dearflow.ai").
• Subject Line: Catch emails with specific words in the subject (e.g., "subjects containing 'invoice'").
• Context: Flora AI can understand the broader context of an email, even if the keyword isn't explicitly mentioned.

Available Automated Actions

For each rule you create, you can have Flora AI perform an action automatically:

• Notify me on WhatsApp: Get an instant alert for high-priority emails.
• Prepare a new email: Start a fresh email to a designated person.
• Prepare draft reply: Let Flora AI create a draft response based on the email's content.
• Remind to follow up: Set a reminder so you don't forget to reply.
• Create a To-do: Add a task to your to-do list.
• Autosave Documents: Send important files directly to your connected cloud storage.

Tips to Improve Flora AI's Accuracy

Flora AI learns over time, and you can help it understand you better:

• Be Specific: Use clear and specific phrases. Instead of "important emails," try "emails from my manager about the Q3 report."
• Refine as You Go: If an email is miscategorized, adjust the rule for that space. Flora will learn from your corrections.
• Combine Rules: Layer multiple rules for more precise filtering. For instance, combine a sender rule with a keyword rule.

Examples and Use Cases

Here are some ways you can use custom spaces:

Use Case 1: Managing Sales Leads

• Space: "Cold Outreach"
• Rule: "All emails related to cold outreach"
• Action: "Prepare draft reply"

Use Case 2: Staying on Top of Invoices

• Space: "Invoices & Payments"
• Rule 1: "Emails from accounting@company.com"
• Rule 2: "Emails with the subject line 'Invoice'"
• Action: "Auto-save attachment to Docs"

Use Case 3: Family Updates

• Space: "Family News"
• Rule: "Emails from mymom@email.com or mybrother@email.com"
• Action: "Notify me on WhatsApp"

Use Case 4: Organizing a Project

• Space: "Project Phoenix"
• Rule: "All emails about Project Phoenix"
• Action: "Create a To-do"