MediaOS automatically reviews and processes incoming and outgoing emails to ensure only relevant communication is saved to your CRM. Understanding how emails are evaluated, saved, or discarded helps you maintain clean and accurate records without unnecessary clutter.
How Email Is Processed and Saved #
When your connected email account receives a message, MediaOS follows a structured process to determine whether the email should be saved within the system.
The process begins with the Receipt of an Email. Once an email is received, MediaOS immediately checks the body of the email for a specific tag, ASG:DNI. If this tag is detected, the system discards the email, ensuring that messages intentionally flagged for exclusion are never saved.
If no exclusion tag is found, the system proceeds to Analyze the To and From Addresses. If an email is sent between two internal users within your organization—meaning both the sender and the recipient have email addresses registered inside MediaOS—the system discards the email. Internal communications are not stored to prevent unnecessary duplication or noise.
Next, MediaOS evaluates whether the sender or recipient matches an existing user or contact inside the platform. If the Email Originates from a MediaOS User, the system checks whether the Recipient's Email Address matches a contact stored in MediaOS. If a match is found, the email is saved to the corresponding contact's account and linked to the user who sent it.
If the Email Originates from an External Sender and the user received the message, MediaOS searches the Sender’s Email Address against your stored contacts. If there is a match, the email is saved to the relevant contact's account and linked to the MediaOS user who received the communication.
Important: MediaOS only saves emails that are either sent directly through MediaOS or match the outlined conditions above. No other email data is stored or archived automatically.
Mass Emails #
All mass email campaigns sent from MediaOS are processed through SendGrid, our trusted email delivery service. These campaigns are not relayed through individual user email accounts. Instead, they are sent independently from the system, ensuring better deliverability, proper tracking, and compliance with mass mailing standards.
