---
title: "Smart Inbox"
slug: "smart-inbox"
updated: 2024-09-23T02:16:28Z
published: 2024-09-23T02:16:28Z
canonical: "docs.processmaker.com/smart-inbox"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.processmaker.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Smart Inbox

> [!TIP]
> [**Plan Availability:**](https://www.processmaker.com/products/pricing/) ![Professional](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Professional.png)![Enterprise](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Enterprise.png)

  

Keep your inbox organized and empty it faster with Smart Inbox. By creating customized rules, you can efficiently manage your workload and maintain a clutter-free inbox. The smart inbox offers the following new features:

- Create rules to handle frequent scenarios effectively.
- Autofill forms with commonly used data, simplifying repetitive tasks.
- Prioritize important tasks by flagging them for immediate attention.
- Save drafts of forms, enabling you to refine and send them at your convenience.

With these advanced features, managing your inbox becomes more intuitive and efficient, allowing you to focus on what matters most while maintaining organization and productivity.

## Set Task Priority and Save Drafts

Important tasks can be quickly prioritized simply by setting a flag. Additionally, ProcessMaker automatically saves a draft of your form as you enter data in it. Watch the following product tour to learn how to set priority for tasks and how your changes are saved automatically as drafts.

[Embedded content](https://cdn.iframe.ly/O9pvtJp)

## Quick Fill in Forms

Use the **Quick Fill** feature to reuse data from completed requests and save time while filling in commonly used data. Watch the following product tour to learn how to auto fill forms.

[Embedded content](https://demos.processmaker.com/embed/clvwts2xa12n2kzemny2lawm0)

> [!NOTE]
> - Quick Fill utilizes data from previously completed tasks of the same type to fill in empty fields.
> - If a form is partially filled, Quick Fill retains the existing information and only fills the empty fields.
> - If no tasks have been completed previously, the displayed list will be empty. Click Cancel and Go Back to return and manually fill out the form.

---

## Inbox Rules

Inbox Rules are customizable guidelines or conditions set by participants or process owners to automate task management. These rules are defined through the **Inbox Rules** button and can be tailored to specific trigger conditions such as metadata fields (e.g., Due date, Requester, Previous Assignee), allowing for versatile customization.

Inbox Rules define actions to be performed automatically by the server, such as auto-approval, auto-reassignment, or saving a draft, based on the specified conditions. Additionally, features like rule review, manage rules, rule history, mass actions/task multi-selection, and quick fill enhance the efficiency of task management by providing summaries, editing options, historical tracking, and bulk actions for tasks.

### View Inbox Rules

Follow these steps to view business rules currently setup in your organization:

1. Ensure that you are [logged on](/v1/docs/participant-basics#log-on-to-processmaker-platform) to ProcessMaker Platform.
2. Click the **Tasks** option from the top menu. The **To Do Tasks** page displays. Alternatively, click the **To Do** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/7e16f201-cf8f-4bb1-8e30-c010b09a178c.png) from the left sidebar.
3. Next to the search field, click the **Inbox Rules** button to see all inbox rules in the **Rules** tab.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/5257334f-37d9-4fd9-ae15-5ca06cd46e52.png)

If there are no rules defined, a screen message suggests creating an Inbox Rule.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/f55c04f3-9a36-453b-970b-32f6313a9cbb.png)

### Create an Inbox Rule

Watch the following product tour to learn how to create Inbox Rules.

[Embedded content](https://cdn.iframe.ly/UQOWFEK)

Inbox Rules can be created either from the **Tasks** page or when viewing the form for a task. Select one of the tabs below to see more information.

Follow these steps to create a rule from the **Tasks** page:

1. Click the **Tasks** option from the top menu to view a list of Tasks.
2. Next to the search field, click **Inbox Rules** button to see all inbox rules in the **Rules** tab.
3. Click the **+ Create Rule** button to begin creating a new rule.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/2ace1d8b-7163-42cd-afe0-06c53477e088.png)
4. From the **Define the filtering criteria** panel, select a Saved Search or a Task list in the **Load a saved search** field. Tasks in the select list are displayed.
  - Click the Configure icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/2e255d0a-892b-4214-86b9-7138aaae476a.png) to [configure how columns display in this list.](/v1/docs/configure-a-saved-search#configure-how-saved-search-results-display-in-tabular-format)
  - Hover over a column header, then click the three dots to [filter information using various criteria](/v1/docs/organize-your-inbox#filter-information-in-tasks-requests-and-saved-searches).
  - Click the **Clear unsaved filters** button to clear filters applied to the task list.
5. From the **Rule Configuration** panel, configure the following settings:
  - Select **Reassign** to reassign tasks in the list to a selected person. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/ca32f237-d850-4a9d-9bfc-348d0e484c2b.png)
  - Select **Mark as Priority** to mark tasks in the list as urgent. These tasks will then appear in the [**Priority**](/v1/docs/tasks#view-priority-tasks) task list.
  - Select **Apply to current inbox matching tasks** to apply rules to the current tasks in the list.
  - Select **Apply to Future tasks** to apply rules to future tasks that match the defined criteria.
  - In the **Deactivation date** field, select a date to automatically deactivate the rule. Otherwise, leave it empty to configure the rule without a time limit.
  - In the **Give this rule a name** field, enter a name for the rule. This is a required setting.
6. Click **Save** to save the rule configuration. The [Inbox Rules](/v1/docs/smart-inbox#view-business-rules) list will display the created rule.
7. From the **Status** column, enable the toggle key to activate the rule.
8. All tasks (current or future) included in the rule will now route based on the configured settings.

Follow these steps to create a rule from an open form:

1. From the **Tasks** page, click on a task to view its form.
2. From the Task **Details** on the right, click the **+Create Rule** button to begin creating a new rule. A filtered task list will be displayed according to the selected Form-Task.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/05c4ea39-9556-4054-8992-bc4dd4dc2c60.png)
3. From the **Define the filtering criteria** panel, configure the following settings:
  - Click the Configure icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/2e255d0a-892b-4214-86b9-7138aaae476a.png) to [configure how columns display in this list.](/v1/docs/configure-a-saved-search#configure-how-saved-search-results-display-in-tabular-format)
  - Hover over a column header, then click the three dots to [filter information using various criteria](/v1/docs/organize-your-inbox#filter-information-in-tasks-requests-and-saved-searches).
  - Click the **Clear unsaved filters** button to clear filters applied to the task list.
4. From the **Rule Configuration** panel, configure the following settings:
  - Select **Reassign** to reassign tasks in the list to a selected person. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/ca32f237-d850-4a9d-9bfc-348d0e484c2b.png)
  - Select **Mark as Priority** to mark tasks in the list as urgent. These tasks will then appear in the [**Priority** tab](/v1/docs/tasks#view-priority-tasks).
  - Select **Save and reuse filled data** to reuse the data entered in the current form to automatically fill current or future tasks. Users will see the data auto-filled when they open a form and can edit it, if needed. See step 5 for more information.
  - Select **Apply to current inbox matching tasks** to apply rules to the current tasks in the list.
  - Select **Apply to Future tasks** to apply rules to future tasks that match the defined criteria.
  - In the **Deactivation date** field, select a date to automatically deactivate the rule. Otherwise, leave it empty to configure the rule without a time limit.
  - In the **Give this rule a name** field, enter a name for the rule.
5. If you selected the **Save and reuse filled data** option, click **Next** to choose whether to also automatically submit tasks after they are auto-filled. In this case, the auto-filled data can't be modified before submitting.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/f54d9961-9267-40c6-98f4-ae69475f1c27.png)
  - From the **Submit Configuration** section, enable **Submit after filling to** automatically submit the tasks matching this rule.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/524ee79e-68e4-4b69-b2cc-7026f2ad1318.png)
  - Find a submit-action button in your form and click on it to select it. *(Buttons configured with submit actions are usually placed at the bottom of a form).* The form will now be auto-filled and submitted using the selected submit action.
  - In the **Give this rule a name** setting, enter a name for the rule.
6. Click **Save** or **Create Rule** to save the rule configuration. The rule will be displayed in the [Inbox Rules](/v1/docs/smart-inbox#view-business-rules) list.
7. From the **Status** column, enable the toggle key to activate the rule.
8. All tasks (current or future) included in the rule will now route based on the configured settings.

### Edit or Delete a Rule

Follow the next steps to edit a rule:

1. [View your Business Rules](/v1/docs/smart-inbox#view-bussines-rules). All your Business Rules display.
2. Hover over a rule row to see options on the right.
3. Click the icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/9151d205-cb18-4c28-8768-e27bfb21ef43.png) to edit the rule. Edit the rule using the same instructions when [creating a rule](/v1/docs/smart-inbox#create-a-rule).
4. Click the icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/4c1e0604-7714-4a97-aeba-0ecce30983ff.png) to delete the rule. Below the icon a bubble displays. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/1c29b3a2-e9b0-4f28-8fe5-b7a55d4c31bf.png)
5. Click **Delete** to confirm the rule deletion.

### View Rules Execution Log

Follow the next steps to view execution logs for Inbox Rules:

1. Click the **Tasks** option from the top menu to view the **To Do Tasks** list. Alternatively, click the **To Do** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/7e16f201-cf8f-4bb1-8e30-c010b09a178c.png) from the left sidebar if navigating to other lists.
2. Next to the search field, click **Inbox Rules** button. The **Rules** tab displays by default.
3. Click the **Execution Log** tab. The logs display the cases to which rules have been applied and show the rule names along with the date they were applied.

![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/0e251094-f1b5-4e34-ae44-0d622a43122d.png)

The table displays the following data:
  - The **Case #** column displays the [Case](/v1/docs/requests-and-cases#what-is-a-case) number associated with the Process. This number represents the sequential occurrence of that Process.
  - The **Case Name** column displays the title of the Case. The Case title may vary for each Case based on Request variable values for that Case. Process Managers specify which Request variables to reference from that [Process's configuration](/v1/docs/configure-general-process-settings).
  - The **Run Date** column displays the date when a business rule was applied to tasks.
  - The **Applied Rule** column displays the rule that was applied to the case.