Streamline Your Inbox: A Step-by-Step Guide to Automated Email Cleanup in FreeScout

What is FreeScout?

FreeScout is a powerful open-source help desk and shared inbox software designed to simplify customer support communication. With its user-friendly interface and advanced features, FreeScout is a go-to solution for managing emails efficiently.

Why Email Cleanup is Important

Maintaining a clutter-free inbox is essential for productive communication. Automated email cleanup not only keeps your inbox organized but also enhances your email management workflow.

Automated Email Cleanup Workflow in FreeScout

  • Step 1: Access FreeScout's Admin Panel
    Log in to your FreeScout admin panel using your credentials.
  • Step 2: Navigate to Workflows
    From the main menu, go to "Workflows"
  • Step 3: Create a New Rule
    Click on "Create New Workflow" to initiate the setup process.
  • Step 4: Define Rule Conditions
    Specify the conditions for triggering the automation. Choose "Closed" as the status and set the age to "30 days."
  • Step 5: Configure Actions
    Under the "Actions" section, select "Move to Folder" and choose the "Deleted" folder as the destination.
  • Step 6: Save and Activate Workflow
    Click "Save Rule" to save your settings. Activate the rule to enable automated movement of closed emails to the deleted folder after 270 days. (our example, you can choose any time frame)

Permanently Deleting Emails

To permanently delete emails from the "Deleted" folder after 30 days, follow similar steps:

  • Step 1: Create a New Workflow
    Create another automation rule.
  • Step 2: Define Conditions
    Set conditions for emails in the "Deleted" folder older than 30 days.
  • Step 3: Configure Actions
    Choose "Delete Permanently" as the action to be taken.
  • Step 4: Save and Activate
    Save the rule and activate it to ensure the automatic permanent deletion of emails.

Benefits of Email Cleanup Automation

  • Decluttered Inbox: Maintain a tidy inbox for better focus.
  • Enhanced Efficiency: Spend less time searching for important emails.
  • Data Privacy: Ensure sensitive information is properly managed and deleted.


Automated email cleanup in FreeScout offers a hassle-free way to keep your inbox organized and efficient. By implementing these simple steps, you'll enjoy a streamlined email management experience, allowing you to focus on what truly matters: effective communication with your customers.

Give these setup procedures a try and experience the benefits of an organized inbox with FreeScout's automation capabilities.

Ready to Optimize Your Email Management with FreeScout? Reach Out Now for Expert Assistance!"