Inbox Rules

New to Sprout Social? Learn about our Smart Inbox here.

If you are on the Advanced plan, you can use Sprout’s Inbox Rules to create systems for categorizing and measuring your inbound messages in the Smart Inbox. For example, you can set up rules to tag and/or complete all incoming messages based on specific keywords, phrases or message types.

Note: When you create an Inbox Rule it applies to all Groups you're a part of. Any modifications you make to an Inbox Rule also apply to all of the Groups you're a part of. Make sure to accurately scope which profiles you want your rules to apply to before saving them.

Automatically Tag Incoming Messages

Automatically Complete Incoming Messages

Automatically hide messages

Automated Alerts

Automated Rules FAQ

Automatically Tag Incoming Messages

Auto-Tagging helps you add rules in the Smart Inbox to automatically tag inbound messages. You can set up Auto-Tagging rules by following these steps:

Note: You must have the Manage Profiles & Permissions company permission and the Manage Advanced Inbox Features feature permission to set up these rules.

  1. Navigate to the Smart Inbox and click image7.png at the top of the Smart Inbox.
  2. Click Rule Settings. You're taken to the Rule Settings.
  3. Click Create new rule.image15.png
  4. Enter a title for the rule and a description.
  5. Decide the criteria you want messages to meet for the rule you're setting up. You can decide whether a message must contain a keyword or phrase, is of a specific message type, is received by a specific profile, is from a Brand Keyword, is from a member of a VIP list, is from a Twitter user with a specific follower count or verified status or any combination of these criteria.
  6. Click Apply Tags, and then choose the tag(s) to apply to your messages. Tags that are included in your Group also appear. You can learn more about managing tags by reading our Message Tagging article.Rule_Criteria.png
  7. Click Save. A preview of your rule appears. Click Got It! to complete the setup. 

You can configure or delete rules and turn them on or off by returning to Inbox Settings.

Automatically Complete Incoming Messages

Auto-Complete helps you add rules in the Smart Inbox to automatically complete inbound messages. Set up rules to complete incoming messages that contain a specific keyword or phrase, is of a specific message type, is received by a specific profile, is from a Brand Keyword, is from a member of a VIP list, is from a Twitter user with a specific follower count or verified status or any combination of these criteria.

You can set up Auto-Complete rules by following these steps:

  1. Navigate to the Smart Inbox and click image7.png at the top of the Smart Inbox.
  2. Click Rule Settings. You're taken to the Rule Settings.
  3. Click Create new rule.
  4. Decide what criteria must be met for messages to mark messages as complete. Keep in mind that you can set up multiple actions. For example, you can click Apply Tags first and then click Mark as Complete as the second action.Complete_Contest_Entries.png
  5. Click Save. A preview of your rule appears. Click Got It! to complete the setup.

You can configure or delete rules and turn them on or off, at any time, by returning to Inbox Settings from the Smart Inbox.

Automated Alerts

Sprout’s Automated Alerts send you notifications for messages that you identify as important. Set up rules to be alerted by email or mobile push notification every time incoming messages contain a specific keyword or phrase, or match a specific message type.

You can set up Automated Rules by following the same steps as setting up either of the rule types above and then selecting either Send a push notification or Send an email as your action.

Note: You can also access Inbox Settings by navigating to Account & Settings > Settings > Inbox Settings.

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Hide message action

If you’re on Sprout’s Advanced Plan, you can add the Hide messages action to your automatic Inbox Rules. This removes unwanted messages from your Facebook, Instagram and Twitter profiles.

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To create a new Hide messages Inbox Rule:

  1. Navigate to Account and settings > Settings.
  2. Click Inbox Settings under Inbox.
  3. Click Create new rule.
  4. Enter a Title and Description for the Hide Message rule.
  5. Select has word or phrase from the If an incoming message dropdown.
  6. Enter the words and phrases you want to automatically hide.
  7. Select Hide messages from the Then take these actions dropdown.
  8. Click Save. Now, any message that contains any of the words or phrases you added gets automatically hidden from your social posts. 

image2021-4-29_8-51-23.png

Alternatively, you can edit an existing Inbox Rule and add the Hide message action. 

Hide message best practices

To ensure this action doesn’t hide any additional messages, Sprout recommends following these best practices:

  • Only use the Hide Message action with the has word or phrase criteria. If you use this action without the has word or phrase criteria, you might set up a rule that hides all messages for a social profile.
  • Add the Complete action so hidden messages are automatically completed. This way, hidden messages won’t end up in your Smart Inbox.
  • Track and review automatically Hidden Messages with internal Tags. You can also create an Inbox Rule to tag all of the hidden messages with an internal tag. Then, create an Inbox View called Hidden Messages and set up that view to show all messages with the internal tag. Now, you can view these hidden messages periodically to see everything that’s been hidden. 

Hide Comment FAQs

What types of comments can I hide?

You can hide Twitter Mention replies, Facebook comments on owned pages, Facebook visitor posts on owned pages and Instagram comments on owned Business Profiles.

I don’t think my rule is working. What should I do?

Make sure the Inbox Rule contains profiles and message types that are applicable. If you added this action to a LinkedIn profile, it won’t work.

Do hidden comments still show up in the inbox?

Yes, there’s a banner on the message that says it’s hidden.

Can I unhide comments?

Yes. When you view the message, you can click into the Message Actions menu and unhide the message. (screenshot)

Can I hide Brand Keywords on Twitter?

No. The Brand Keywords you’re tracking aren’t associated with your Twitter profile, so you can’t hide those comments. 

FAQ

Who has permissions to create Automated Rules?
Users with the Manage profiles & permissions company permission and the Manage Advanced Inbox Features feature permission.

How many rules can be “turned on” simultaneously?
You can have up to 500 active rules.

What is the maximum amount of tags you can apply to a message?
You can have 20 tags per message.

Can users input a "#" to monitor for messages containing a certain hashtag?
This doesn't tag all messages from a hashtag, based on the virtue of there being a hashtag – however, you can input the keyword without the hashtag symbol, and it monitors and tags accordingly. This does mean that messages that contain that keyword without a hashtag also get tagged.

Can users input emojis in the keyword search field?
Some emojis will work with Automated Rules, while others won't, because emojis have unique detection properties due to how they’re rendered. Emojis should be tested on a case-by-case basis to see if they work with Automated Rules.

What happens if a tag is deleted or a profile is disconnected that is part of a rule?
The rule doesn't apply and messages aren't tagged. Sprout displays an alert on the rules screen that encourages you to edit or delete the rule.

Can users automate tagging in Compose?
No, Automated Tagging only applies to incoming messages at this time.

If I create new Inbox Rules, do those apply retroactively?
No, new rules only apply to current messages moving forward.

Can users create a new tag directly from the Apply Tags box?
No, you can't create tags from the Create new rule model. You can learn more about managing tags by reading our Message Tagging article.

 

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