This article explains how to configure and use Automation Rules in Paperbox.
Automation Rules let you automatically handle incoming documents based on specific matching criteria. Instead of manually processing every file, you can set up rules to define exactly what happens the moment a document arrives in your inbox.
1. What actions can a rule take?
Before building a rule, you need to decide what should happen when a document meets your criteria. You can set a rule to automatically:
Classify: Assign a specific document type. For example, if a document meets the criteria for "Mail from Expert," it can be automatically classified as the "Expert" document type.
Set a Tag or Metadata: Attach specific tags or custom metadata to the document.
Bounce or Delete: Reject or remove the document from the inbox entirely.
If you choose to classify, tag, or add metadata, you will need to select from the specific document types, tags, or metadata that are already set up in your inbox.
2. How to create an Automation Rule
Head over to your Workspace Settings to get started, you will find the automation rules on each individual inbox. You have three different ways to build a rule, depending on how much customization you need:
Option A: Use a Preset Global Rule (Edit & Use)
The fastest option. Best if you want Paperbox to maintain the matching logic.
We provide pre-built Global Rules out of the box. For example, the "Mail from Expert" rule contains hundreds of background criteria based on sender information.
You keep our preset list of matching criteria.
Paperbox continually updates this logic behind the scenes, so the rule stays highly accurate over time.
You simply pick the action you want to trigger and save. The rule is active immediately.
Option B: Use a Global Rule as a Template
The customizable option. Best if our presets are close, but need a few tweaks.
If you like how a Global Rule works but need to change a few details, you can duplicate it as a template.
You start with the Global Rule's baseline criteria.
You gain full control to add or remove conditions (like adjusting email subjects, specific recipients, or custom metadata).
A custom copy is generated in your inbox rules for you to modify whenever you want.
⚠️ Important: When you use a rule as a template, it becomes fully yours and detaches from our global list. If Paperbox updates the default global criteria later, your template-based rule will not auto-update. This is the trade-off for having total manual control.
Option C: Start entirely from scratch
The fully manual option. Best for highly specific, unique workflows.
You aren't limited to our presets. By clicking Add New, you bypass the Global Rules completely.
You start with a blank slate and no matching criteria.
You build the exact conditions you need from the ground up.
You pair those conditions with your preferred actions.