Shared Inbox Rules

Route shared-inbox conversations automatically using sender, topic, priority, account, and ownership rules. This example brings Routing and Assignment together so team members can find the next task without losing context.

It includes representative records such as Enterprise accounts to named owners and Billing keywords to finance queue. Use the screenshot to study the layout, then adapt its components and product states to your own design system.

Shared Inbox Rules
Use this template in Figr

Template facts

Screen

Settings

Primary action

New rule

Pattern

Settings

State

Default, loading, empty, error, permission, success

Design system

Configurable product UI theme

What this screen helps users do

Product teams need to new rule while keeping active rules, auto-routed and exceptions visible. The interface should show what changed and who should act next.

Key elements

  • Main workspace: Routing gives users an obvious place to start.
  • Supporting view: Assignment keeps the related context close.
  • Primary action: New rule stays visible when people need it.
  • First signal: Active rules shows a useful value (18).
  • Second signal: Auto-routed gives additional context (82%).
  • Sample record: Enterprise accounts to named owners.
  • Next record: Billing keywords to finance queue.

States worth designing

  • Default preferences: say what changed, protect progress, and offer a clear next step.
  • Unsaved changes: say what changed, protect progress, and offer a clear next step.
  • Policy blocks edit: say what changed, protect progress, and offer a clear next step.
  • Changes applied: say what changed, protect progress, and offer a clear next step.
  • Restricted settings: say what changed, protect progress, and offer a clear next step.
  • Connectivity interrupted: say what changed, protect progress, and offer a clear next step.

Where this screen sits in the flow

Routing → Assignment → New rule → Review outcome

Patterns used

Settings, Routing, Assignment, contextual actions, error recovery

Why these choices work

Separate safe everyday choices from risky changes, show who can edit them, and confirm irreversible actions.

Pay attention to routing and assignment. People need to distinguish Enterprise accounts to named owners from Billing keywords to finance queue. Keep active rules visible, especially when a record changes owner or status.

Before this screen reaches handoff, verify keyboard focus, empty and permission states, and what happens after someone chooses “New rule”. Make error recovery as clear as the happy path.

Related screen examples to explore next: Notification Center, Email Composer, Announcement Composer.

Start from this in Figr

Design a shared inbox rules screen inside our existing product. Use our current components, tokens and content language. Include Routing and Assignment views, credible records like Enterprise accounts to named owners, and a clear “New rule” action. Use our product permissions and show loading, empty, error and success states. Keep the output editable in Figma.

Open Figr