Receiving and reviewing
Automations & email-in
Rules that email, post to Slack, tag or turn a landed folder into a delivery link when files arrive; an email-in address for attachments; calendar links.
Updated 2026-09-21
Rules#
Automations (Studio and above; admins create, everyone can read and dry-run) lets you write rules of the form when this happens, if these conditions hold, do these things. A workspace can have up to 50.
Triggers#
- Files land in the workspace — an upload completes, an import finishes or an email is filed.
- A delivery is downloaded — a recipient completes a download of a share link.
- A portal upload completes.
- A portal upload is reviewed — approved or rejected.
- On a schedule — a time of day and weekdays in the workspace time zone, once per day.
Conditions#
Folder prefix, file extensions (up to 50), minimum and maximum size, a specific portal, and a weekly window (days and hours). A rule with no conditions fires on every matching event.
Actions#
Up to 10 per rule:
| Action | What it does |
|---|---|
| Up to 10 recipients, a subject and a body template. | |
| Slack | Posts to an incoming-webhook URL you paste once; it is stored as a secret and shown redacted afterwards. |
| Create a share link | Turns the landed files into a delivery: expiry (up to 365 days, capped by your plan and workspace policy), up to 50 recipients, email verification, a message. Fails cleanly if the workspace requires passwords on links. |
| Tag | Records a tag in the audit log so you can find and report on the run. |
| Request approval | Reserved for a coming release; skipped today with a note in the run log. |
Templates accept {{file}}, {{files}}, {{paths}}, {{count}}, {{folder}}, {{sender}}, {{bytes}}, {{title}}, {{url}}, {{decision}}, {{rule}}, {{workspace}} and {{at}}.
Dry-run and the runs log#
Test evaluates a rule against the most recent matching event (or a sample you supply) and shows what each action would do — nothing is sent. Every real run is logged with its outcome; a failed action is retried on a ladder of 1 minute, 5 minutes, 30 minutes, 2 hours and 12 hours, and runs are kept for 30 days. Disabling a rule keeps it (and keeps working) even if the plan later changes.
Email-in#
Every workspace on Pro and above can have an email-in address (Automations → Email-in; admins only). It looks like ingest-<token>@in.boita.io; open the panel once to mint it, rotate it whenever you like.
Mail sent there is filed under Inbox/<yyyy-mm-dd>/<subject> — the subject slugged to 60 characters, no-subject if empty. Only the attachments are kept; up to 20 per mail, 25 MB each and 100 MB per mail by default, and 120 mails per hour per address. The sender gets Your attachments reached {workspace} on success, or Your email to {workspace} could not be filed with the reason. Each filed mail is an event that rules can act on.
Calendar links#
Two things in Boita have a moment attached, and both offer an .ics you can drop into any calendar:
- A share link with an embargo — the delivery page and the invite carry Add to calendar with a 15-minute reminder before it opens.
- A portal with a deadline — the request email carries Add the deadline to your calendar with a reminder the day before.
The files use a stable identifier, so importing an updated one replaces the old entry rather than duplicating it.