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Spaces, Flows or categorization rules: which do I need?

Three tools that do different jobs, and how to pick.

Learn the difference between Fyxer Spaces, Flows, and categorization rules, and which to use when.

You might not see Flows or Spaces yet. We're rolling out these features gradually as we test and refine them, so availability will vary. We'll keep this article updated as things evolve.

The short answer

Rules keep your inbox in order. A Space holds the story for each key account. Flows bring you what you need from both, when you need it.

If you want to

Use

Surface everything your team knows about one client, deal, or project.

Spaces

Hand over repeat tasks or get updates pushed to you.

Flows

Have emails labeled or filed automatically.

Email categorization rules

Spaces: when the work spans people and threads

A Space gathers everything about one client, deal, or project: emails, meetings, action items, and who's involved, across your team.

You need a Space if:

  • More than one person on your team talks to the same client

  • You keep asking colleagues "where are we with...?"

  • You need to know what's been promised, and by who

Try asking a Space: "What's still open with [company name], and who owns it?"

Learn more: Get started with Fyxer Spaces.

Flows: when you want to be told

A Flow runs a task for you on a schedule, or when something happens, and sends you the result in Slack, Teams, email, or the Fyxer Dashboard.

You need a Flow if:

  • You check for the same thing on a regular basis

  • You want a summary waiting for you before you start a meeting, or straight after

  • You want to hear about certain emails as soon as they arrive

Try this instruction: "Every weekday at 8am, send me the emails waiting on my reply, oldest first."

Learn more: Set up Fyxer Flows.

Categorization rules: when you want emails sorted

Rules tell Fyxer how to label certain emails, so they always land in the right place in your inbox.

You need a rule if:

  • Emails from one sender keep landing in the wrong category

  • You want a supplier, tool, or client always kept in To respond, or always kept out of it

Try a rule like: "Emails from my accountant always go to To respond."

Learn more: Set up custom rules in Fyxer.

The mix-up we see most

Flows don't file emails. A Flow can start when an email gets a label, then tell you about it. It won't move the email or change its label.

So:

  • Want an email in a certain place? Set up a custom rule

  • Want to hear about it when it arrives? Use a Flow

  • Want both? Use both. A rule labels supplier invoices as they come in, and a Flow posts each one to your Slack

Still have questions?

Head to the chat in the bottom right of your Dashboard.