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Automation

MailFellow can automatically reply to incoming emails, send daily digest summaries, and generate periodic reports. Configure everything from Settings > Automation.

Auto-Reply

Automatically send a response to every incoming email. Useful for acknowledging receipt, setting expectations, or letting people know you are out of office.

Plan requirement: Auto-Reply is available on the Business plan and above.

Setting up auto-reply

  1. Go to Settings > Automation
  2. Toggle Auto-Reply on
  3. Write your reply template in the text area
  4. Click Save

Template variables

You can use these variables in your auto-reply template. They will be replaced with actual values for each email:

VariableReplaced with
{{.SenderName}}The name of the person who sent the email
{{.SenderEmail}}The email address of the sender
{{.Subject}}The original email subject line

Example template

Hi {{.SenderName}},

Thanks for reaching out! We have received your email regarding "{{.Subject}}" and will get back to you within 24 hours.

Best regards,
Support Team
Note: Auto-reply is sent once per incoming email. It does not reply to follow-up messages within the same thread, so the sender will not receive duplicate responses.

Multi-language Auto-Reply

When Translation is enabled, MailFellow automatically translates the auto-reply into the sender's language. If someone emails you in German, they receive the auto-reply in German.

The target language is determined automatically:

  1. Detected language of the incoming email (e.g. French, Japanese)
  2. VIP contact preference if the sender has a saved language
  3. Account default language from your AI settings

For HTML templates, the translated version is appended below a divider so the recipient sees both. For plain text, the translated version comes first, followed by the English original.

Requirement: Both AI and Translation must be enabled in AI settings for multi-language auto-reply to work.

Spam Auto-Block

When enabled, MailFellow automatically blocks senders whose emails are classified as spam by AI categorization. Blocked senders are added to your block list and their future emails are silently discarded.

Setting up spam auto-block

  1. Make sure AI is enabled with a valid API key
  2. Go to Settings > Automation
  3. Toggle Spam Auto-Block on
  4. Click Save

How it works

  1. A new email arrives
  2. AI categorizes it as spam
  3. The sender's email address is automatically added to the block list
  4. The email is marked as processed and not forwarded to your channel
  5. An audit log entry is created for traceability

If the sender was already blocked, no duplicate entry is created. You can always unblock a sender manually from the block list.

Note: AI categorization is not 100% accurate. Occasionally a legitimate email may be classified as spam. Check your block list periodically and unblock any false positives.

Daily Digest

Get a daily summary of all email activity sent to your forwarding channel at a specific time. The digest gives your team a quick overview without needing to scroll through individual messages.

Setting up daily digest

  1. Go to Settings > Automation
  2. Toggle Daily Digest on
  3. Select the hour you want the digest delivered (0-23, in your timezone)
  4. Make sure your timezone is set correctly
  5. Click Save

The digest is posted to your default forwarding channel at the chosen hour every day.

Email Reports

Schedule periodic email reports to be sent to specific recipients. Reports include metrics like total emails received, average response time, and team activity.

Setting up reports

  1. Go to Settings > Automation
  2. Toggle Reports on
  3. Choose the frequency: weekly or monthly
  4. For weekly reports, select the day of the week (Sunday through Saturday)
  5. For monthly reports, select the day of the month (1-28)
  6. Select the delivery hour
  7. Enter the recipient email addresses (comma-separated)
  8. Click Save

SLA Tracking

Set response time targets and get warned when emails are about to breach your SLA. See the dedicated SLA Tracking guide for details.

Quick setup

  1. Go to Settings > Automation
  2. Toggle SLA Tracking on
  3. Set the SLA hours:the maximum time allowed before a response is expected
  4. Set the warning minutes:how many minutes before the SLA deadline to send a warning
  5. Click Save

CSAT Surveys

When enabled, MailFellow automatically sends a satisfaction survey email to the original sender after a thread is resolved (manually or via auto-resolve). See CSAT Surveys for the full guide.

Timezone

The timezone setting affects when daily digests and reports are delivered. Make sure it matches your team's working timezone.

  1. Go to Settings > Automation
  2. Select your timezone from the dropdown
  3. Click Save