Make Mail on your Mac automatically send the threads that matter — a client's domain, a vendor, a project alias — to your BrainFlow address. Includes the one caveat nobody tells you about Mac rules, and the server-side iCloud alternative.
BrainFlow works when it's on the thread — by CC or by forward. The CC habit takes one second, but habits slip. A Mail rule means BrainFlow sees the important threads (every message from a client's domain, for example) even on the days nobody remembers to add the address. Set it up once and it handles itself.
Forward client threads
A rule matching a client's domain sends every message from that client to BrainFlow. It extracts what was decided, promised, shipped, and slipped — each point linked to the source email.
Forward vendor threads
Track quotes, delivery dates, and terms automatically. If a vendor's email states a different price or date than the one agreed in the thread, BrainFlow's misalignment detection flags it privately.
About two minutes, once. One thing to know before you start: Mac Mail rules run only when Mail is open on an awake Mac — see the caveat below for the always-on options.
Open Mail settings
On your Mac, open Mail → Settings (or Preferences on older macOS versions) and click the Rules tab.
Add a rule
Click Add Rule. Give it a description you’ll recognize, like "Forward Acme to BrainFlow".
Set the condition
Under If, set the condition — for example From contains acme.com to match everyone at a client’s domain. You can add more conditions to narrow it further.
Set the action to Forward Message
Under Perform, choose Forward Message and enter your BrainFlow address (assistant@yourcompany.brain-flow.ai). Click OK, then Apply.
The honest caveat about Mac rules
Rules in the Mac Mail app run only when Mail is open and your Mac is awake. Close the lid or quit Mail, and forwarding pauses. For mail you can't afford to miss, use one of the two options on the right instead — or all three together.
For always-on forwarding: iCloud Mail rules
If your address is @icloud.com, sign in at iCloud.com → Mail → Rules (in the settings) → Add a Rule: set the From condition, choose Forward Message to your BrainFlow address. These rules run on Apple's servers, 24/7, regardless of your Mac. The simplest fallback of all: CC BrainFlow when you start a thread — one second, works from iPhone and iPad too.
Done: matching threads now reach BrainFlow. Ask it what the client agreed to — by reply in the thread or in chat — and every answer comes with the source email. Want the full picture of what it does with them? See how BrainFlow works with Apple Mail.
Sign up, get your BrainFlow address, and set up your first Mail rule in two minutes. Free for 7 days, no setup, cancel anytime.
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