Feature Deep-Dive

Every condition, every action, every routing rule — explained for evaluation.

StrataMail Parsing, Routing & AI is built around rules: small, plain-English statements that say "when these conditions are true, take these actions." Rules are organized into groups that run top-to-bottom. Each rule and each group has its own continue-or-stop control for when it applies AND when it does not — enabling precise pipelines.

Rules can target direction (incoming, outgoing, internal, unknown), be scoped to everyone, one domain, or specific addresses, and optionally operate only on a schedule (chosen days and time windows).

13 Condition Types

A rule applies only when all of its conditions match (AND logic). Exceptions can be added to skip a rule when any exception condition matches. Text-based conditions support four match modes: contains, wildcard (* ?), exact, and regular expression.

10 Action Types

When a rule applies, its actions run in the order you have listed them. Disclaimer, signature, and auto-reply text supports placeholders that fill in per-message and per-user details — sender name, title, subject, dates, domains.

Routing

Each domain you handle can be routed to a specific destination server, and you can override routing for a single address — send one person's mail to a different server than the rest of their domain. Routing entries are ordered and managed in the Domains & Routing section of the console. A blank destination means the domain follows its normal mail records.

Common deployment patterns include hybrid Microsoft 365 / Google Workspace setups where some users live on each platform, split-domain configurations during migration, and per-team isolation where executive mail routes to a different server than general staff.

Rule Sections

General-purpose rules — any mix of conditions and actions — live under Policy Rules. In addition, each common single-purpose action has its own simplified section, so a focused rule can be built without working through the full editor. Every action the engine supports is reachable either through Policy Rules or one of these sections:

• Policy Rules — general-purpose rules with the full 13 conditions and 10 actions
• Tagging Rules — flag external mail, mark suspected phishing, or label messages by topic
• Blocking Rules — reject, silently drop, or temporarily defer messages that break policy
• Routing & Copy Rules — add or remove recipients, or BCC a journal mailbox or a manager
• Header Rules — add, set, or remove named headers for routing hints and classification
• Disclaimer Rules — simplified disclaimer management with de-duplication
• Signature Rules — simplified signature management with per-user personalization
• Attachment Rules — strip attachments by name, type, or size, or compress oversized files
• Autoresponder Rules — simplified out-of-office and acknowledgement responses
• Automation Rules — hand qualifying messages to your automation workflow for parsing and extraction

Supporting Features

Delivery & Reliability

• Mail keeps flowing even if rule processing is interrupted — the platform never holds up email
• Automatic replies and automation hand-offs happen asynchronously, so they never delay delivery
• Changes made in the console take effect within seconds
• Inline enable / disable on every rule and every group
• Reorder, clone, and move rules between groups — all changes reflect in live processing immediately

AI Handoff Detail

The Send to automation platform action is the integration point between the sequential email rules engine (conditions and actions) and your AI workflows. When a rule with this action matches, the platform passes the message event (headers, body, attachments) to a downstream workflow that can parse structured text from the email payload, extract table data from inbound email, and return extracted email body data as JSON to your API, database, or n8n workflow. From there a workflow can:

• Transcribe audio attachments using cloud or self-hosted speech-to-text with multi-language detection
• Extract structured data from invoice, order, ticket, or form-submission emails using LLM reasoning over your custom schema
• Classify and prioritize support emails by category, sentiment, and urgency
• Draft starter replies using LLM generation tuned to your tone and templates
• Route results to your stack — CRM, ticketing, accounting, custom databases, or internal applications

Organizations that cannot send content to cloud AI services can deploy local LLM processing on their own VPS or Proxmox infrastructure — message content never leaves your environment. See Local LLM Automation for the private-deployment model.