Custom Spaces: Organize Your Inbox

Custom spaces allow you to organize your inbox by teaching Flora AI how you want your emails to be managed. Think of them as smart folders that automatically sort your messages and take action on them for you.

This guide will walk you through how to use custom spaces to create a personalized inbox that works for you.

What are Custom Spaces?

Custom spaces are intelligent containers that group relevant emails and know what to do with them. They help you organize emails into dedicated areas within your inbox using rules you create with simple, everyday language. Flora interprets these rules to automatically organize your incoming mail and perform tasks on your behalf.

How to Create a New Space

When you first onboard, Flora AI automatically scans your emails and learns from your background to understand how you work. Based on that, Flora will suggest a few personalized spaces or smart groupings of emails to help you get started faster. You can edit these suggested spaces to better fit your needs or create new ones from scratch.

Here’s how to create a new space:

1. Click the “+” icon in the ‘Spaces’ section on your Dearflow homepage (look for the gear icon in the header).

2. Name your space. This is your custom group of emails. Give it a clear name like “Project Updates” or “Family News.” You can also assign a color to help visually organize your inbox.

3. Set rules using natural language. Describe what kind of emails should go into this space — Flora understands your own words and will sort emails accordingly.

4. Assign action suggestions. For each rule, you can choose an action Flora will suggest, like “prepare a reply,” “save this doc,” or “add to calendar.”

Set Up Rules with Natural Language

To help Flora classify your emails accurately, you can create rules using your own natural language. The more specific you are, the better Flora can understand your intent and organize emails into the right Space.

For example if you are an investor, spaces like “Startup Pitches”, where you’re likely receiving a mix of cold outreach, warm intros, and investor updates.

Here are a few example rules you can type:

• “emails from founders pitching their startup”

• “messages that include pitch deck, fundraising, or investor update”

• “cold emails from startup teams”

• “emails that mention pre-seed, seed round, or Series A”

• “introductions from scout@domain.com or referrals from other founders”

You don’t need to use templates or dropdowns. Just describe what you’re looking for — Flora will understand and apply the logic behind the scenes. Combine as many rules as you need to make this Space work perfectly for you.

What Types of Rules Can Be Configured?

You can create rules based on various email characteristics:

• Keywords or Topics: Group emails by themes using natural language (e.g., "emails about cold outreach," "job applications").

• Sender: Filter emails from a specific person (e.g., "messages from Jane Doe").

• Domain: Organize emails from a particular company or organization (e.g., "all emails from "@dearflow.ai").

• Subject Line: Catch emails with specific words in the subject (e.g., "subjects containing 'invoice'").

• Context: Flora AI can understand the broader context of an email, even if the keyword isn't explicitly mentioned.

Actions

For each rule you create, you can have Flora AI perform an actions for you.

• Notify me on WhatsApp: Get an instant alert for high-priority emails.

• Prepare a new email: Start a fresh email to a designated person.

• Prepare draft reply: Let Flora AI create a draft response based on the email's content.

• Remind to follow up: Set a reminder so you don't forget to reply.

• Create a To-do: Add a task to your to-do list.

• Autosave Documents: Send important files directly to your connected cloud storage.

Move Emails and Improve Future Accuracy

Sometimes emails don’t land where they should. When that happens, just move them to the correct Space — Work, Personal, Projects, or wherever fits best.

This helps Flora understand your preferences better and keeps your inbox aligned with how you work.

After moving an email, Flora will ask if you’d like to update your rules. You can refine or add new instructions in natural language, so she classifies similar emails better in the future.

The more you personalize, the more Flora adapts — just like your invisible twin.

Tips to Improve Flora AI's Accuracy

Flora AI learns over time, and you can help it understand you better:

• Be Specific: Use clear and specific phrases. Instead of "important emails," try "emails from my manager about the Q3 report."

• Refine as You Go: If an email is miscategorized, adjust the rule for that space. Flora will learn from your corrections.

• Combine Rules: Layer multiple rules for more precise filtering. For instance, combine a sender rule with a keyword rule.

As you create and refine your Spaces, Flora will continue to learn from your interactions — understanding your preferences, remembering your rules, and adapting to your unique workflow over time.

We’re here to support you every step of the way. If you ever need help or have questions, feel free to reach out to us at support@dearflow.ai.

You’ve got this — and Flora’s got your back.