When you've enabled the Gmail/Outlook sync across users, a lot of customer-related emails will start flowing into Planhat, creating transparency around customers. Automatically, Planhat ensures we only sync emails related to customers, but sometimes you want to extend this filtering further. For example:
Filtering out noise: no need to bring over calendar invites, “do-not-reply” automatic confirmation emails, and out-of-office messages
Filtering out specific relationships: transparency is great, but CEO-CEO communication can be sensitive (or in the case of a real-life Planhat case: the partner of a Planhat team member was working at a customer, and private trip planning was not really relevant for the whole team 😄)
Filtering out sensitive material: we don't want to bring over anything related to your employment contracts or pension when your advisor is also a customer
How to ensure the right emails get into your platform
In Email Settings, you'll find a tab called Filtering (note: the email settings page is only accessible by Users with
Admin Access workflow permission enabled). There are three sections to this: General Rules, Participant-specific rules, and Email-specific rules. This provides great flexibility in filtering out across multiple dimensions.
The General rules block out entire domains or emails
For example, in our own Planhat instance, we have listed @planhat.com as an internal domain, meaning that any email between Planhat colleagues are not synced, nor are any user events tracked. "Internal emails" follows a similar logic as internal domain, but for specific email addresses. This allows you to block specific addresses that don't share your domain, like external consultants.
The Participant-specific rules block out (or allow) specific parties
A. Emails stop list
Planhat user or group of Planhat users and one or several end user(s). All to be selected from a defined list of available users and end user objects. The input selects the email address (and not the end user), meaning a shared email address will cover out all associated end users (e.g., in the case of firstname.lastname@example.org)
Email is not synchronized if the user and at least one of the end users stop-listed are on the participation list of an email. It doesn’t matter if there are other end users or users in the same email - since that stop-listed person is blocked, the entire email will not be synchronized into Planhat. Emails can still be sent from Planhat to stop-listed users, but they won’t synchronize back from the “Sent” folder, i.e., not appear in conversations.
These emails can be back-synched for specific users by admins, up to a year back.
B. Emails white list
Same input logic as for the emails stop list - Planhat user or group of Planhat users and one or several end user(s). All to be selected from a defined list of available users and end user objects.
If a user exists in white-list, it will be synchronized only if the email object contains the listed end users, all other emails are ignored.
Permissions: only modifiable by users with admin access.
Limits: a user could not be in both stop list and white list.
The Email-specific rules block out specific content
This uses the same mechanism as Planhat's filters: defining a set of criteria in an Any/All combination that filter out emails. If an email matches a specific filter, it will get completely blocked out from the sync.
Note that the keywords are not sensitive to upper or lower case letters (e.g., if the specified keyword is “hello” then email with keyword “Hello” would also be filtered)
📌 Important to note!
Be aware that keywords will follow throughout the thread. One example is if setting a filter for automatic calendar invites emails based on "Subject contains 'Invitation'" - now if someone replies to that calendar invite with "real content", that response will also be filtered out from Planhat.
Use "All"-logic to create powerful combinations, like "Sender CONTAINS 'Scrive'" AND "Subject CONTAINS 'Contract'" - here, only automated contract-related emails from Scrive are excluded while other emails on contracts are synchronized
Look for specific identifiers for standardized emails to block out, e.g., G Suite calendar invites all have a phrase at the bottom ("To stop receiving these emails, please log in to https://calendar.google.com/calendar/...") which is a string 1) found in all such emails, while 2) being highly unlikely to be written elsewhere
Use "Subject DOES NOT START WITH 'Re: '" to avoid replies to otherwise automated emails be filtered out (e.g., if someone replies to a calendar invite with a "real" message like "What should the agenda be for this meeting?")