Ensure your Smart Folder contains all the emails you need.
ANY vs. ALL
When setting up your Smart Folder with multiple keywords or multiple contacts, use the ANY or ALL settings to ensure that the correct emails are added to the folder, as follows:
ANY- Using this setting, more emails are added to your folder. Any email containing at least one of your keywords or at least one of the contacts you specified will be added to the folder.
ALL - Using this setting, fewer emails are added to the folder. Only emails containing every keyword will be added to the folder. If the ALL Se
When to use ANY vs. ALL
When you have two or more keywords that relate to your project, you can use these settings to ensure that all emails related to your project are included in the Smart Folder and that unrelated emails are excluded from the Smart Folder.
Example: Let’s say you have a project in which you are discussing both a payment schedule and a pro-forma invoice. You may have some emails relating to “payment schedule” and other emails relating to the “pro-forma” invoice. In order to ensure that all of these emails are included in the project’s Smart Folder, use the ANY setting so that any email that mentions “payment schedule” or “pro-forma” will be added to the folder. Emails will not have to include both “payment schedule” and “pro-forma” to be included; they will get added if one or the other appears in the email.
However: if you also are discussing a payment schedule in another project, but NOT a pro-forma invoice, you can use the ALL setting. In that case, only emails containing all of the keywords, “payment schedule” AND “pro-forma”, will be included. If an email only contains one of the keywords, it will NOT be included in the Smart Folder. Using the ALL setting, therefore, prevents emails from two different projects from being included into the same folder, keeping you organized.
Just like with keywords, you can use ANY and ALL with contacts.
ANY - include any email on which at least one contact is listed in the From, To, or CC fields
ALL - only include emails on which all of the specified contacts are listed in the From, To, or CC fields
Once you have created a Smart Folder, you can change the settings between keywords and contacts. By default, Folio Smart Folders sort emails that contain at least one keyword and one contact. You can change that in case you want to include all emails that contain a keyword OR involve a specific contact.
You can also create two sets of rules to define more complex cases. For example, let’s say you are working on a new project and the project is internally referred to by its internal name “Alan Parsons Project” while the client refers to it as “Eye in the Sky”. You can define two rules so that emails from your colleagues and collaborators that contain the keyword “Alan Parsons Project” AND all emails from the client containing the word “Eye in the sky” all get sorted into your Smart Folder.
If you have any questions about how these settings work, or need any further support, please email firstname.lastname@example.org