Best Practices for Configuring Email Filters

Start with broad parameters and then refine them.

Begin with permissive default filters.

Add domain-specific overrides as you identify patterns.

Use the Exclude keywords for noise reduction:

• Block common non-order terms: "quote", "invoice", "reminder", "receipt"

• Add "test", "draft", "sample" to prevent processing test emails

Combine Include and Exclude keywords:

• Include: "PO", "purchase order", "urgent"

• Exclude: "quote", "estimate", "inquiry"

• Must be order-related; (not a quote for an order)

Document your filter logic:

• Keep notes on why specific domain overrides were created

• Track buyer-specific requirements

Test changes carefully

• Add one keyword at a time

• Monitor for unintended blocks

• Have buyers send test emails

Don't make the Include keywords too restrictive

• Bad requirement: "URGENT PO APPROVED"

• Good: requirement: "PO", "purchase", "order"

Don't forget about email variations

• Add all common variations

• Consider using the following for “purchase order”: "P.O.", "PO", "P O", and "purchase order"

Don't rely solely on file formats

• Combine with Include and Exclude keywords

• File format alone may catch unwanted emails

Don't create conflicting rules

• Bad: Include "order", Exclude "order"

• Good: Include "order", Exclude "order confirmation"

Don't Over-Complicate Default Filters

• Keep default filters simple and permissive

• Use domain overrides for complex cases