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.
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.
Go to the Smart Inbox and navigate > Rule Settings. Click Create new rule.
Enter the rule title and description. From here you’ll decide what criteria must be met for messages to be tagged. 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.
Next, select the action Apply Tags. Choose the tag(s) that will apply to the messages. Tags will appear that have been already added to your Group in Sprout. You can learn more about managing tags by reading our Message Tagging article.
Select Save. You’ll now see a preview of your rule. Click Got It! to complete the setup.
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.
Go to the Smart Inbox and click on the Right Bar. Select Rule Settings.
Select Create new rule.
From here you’ll decide what criteria must be met for messages to be marked as complete. Keep in mind that you can set up multiple actions. For example, you can select Apply Tags first and then select Mark as Complete as the second action.
After setting up your desired action or actions, select Save. You’ll now see a preview of your rule. Click Got It! to complete the setup.
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.
Who has permissions to create Automated Rules?
Users with “Manage profiles & permissions” access.
How many rules can be “turned on” simultaneously?
What is the maximum amount of tags you can apply to a message?
20 tags per message.
Can users input a "#" to monitor for messages containing a certain hashtag?
This will not tag all messages from a hashtag, based on the virtue of there being a hashtag – however, users can input the keyword without the hashtag symbol, and it will monitor and tag accordingly. This does mean that messages that contain that keyword without a hashtag will also get tagged.
Can users input emojis in the keyword search field?
Some emojis will work with Automated Rules while others will not 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 will work with Automated Rules.
What happens if a tag is deleted or a profile is disconnected that is part of a rule?
The rule will not apply and messages will not be tagged. Sprout will display 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.
Can users create a new tag directly from the “Apply Tags” box?
No, tags cannot be created from the Create new rule modal. You can learn more about managing tags by reading our Message Tagging article.