How to set up advanced email routing rules

Advanced email routing lets you automatically send quote request notifications to specific team members based on form field values. For example, you can route quotes from customers in a certain country to one person, and quotes requesting a specific product category to another. This is a Pro feature.

For basic email notification setup (adding recipients, customising the email content), see the "How can I receive an email when a quote request is made?" article. This guide covers the advanced routing rules that go beyond sending every notification to everyone.

How routing modes work

Quotify has two routing modes:

• No Rules (simple) — Every recipient receives every quote request notification. This is the default.
• Advanced Rules — Each recipient only receives a notification when one of their rules matches the incoming quote request. If no rules match for a particular recipient, they do not receive that notification.

How to enable advanced routing

1. Open the Quotify app from your Shopify admin.
2. Click Notifications in the left sidebar.
3. Make sure you have at least one recipient added with both a name and email address.
4. Below the recipients list, look for the Routing mode dropdown.
5. Change it from No Rules to Advanced Rules.
6. Click Save at the top of the page.

A new Advanced routing section appears below the recipients, with a rules panel for each recipient.

How to create a rule

Each recipient has their own set of rules. To add a rule:

1. Find the recipient you want to configure in the Advanced routing section. You will see a heading like "Rules for [Name] ([email])".
2. Click the Add rule button for that recipient.
3. A form appears with the following fields:

Rule name

Enter a descriptive name for the rule (for example, "UK customers" or "Orders over 1000"). Each rule name must be unique per recipient.

Top-level logic

At the top of the rule builder, you will see: When [All/Any] of the following groups match.

• All — Every condition group must match for the rule to trigger (AND logic).
• Any — The rule triggers if at least one condition group matches (OR logic).

Condition groups

Rules are organised into groups. Each group contains one or more conditions.

• A group has its own logic selector: choose whether All or Any conditions within that group must match.
• Each condition has three parts:
• Field — Select a form field from a dropdown. Fields are organised by their section (the section name appears as a header, and the fields within it appear indented below).
• Operator — The comparison to perform. The available operators change depending on the field type (see the operator table below).
• Value — The value to compare against.

Adding more conditions and groups

• Click Add condition inside a group to add another condition to that group.
• Click Add group below all the groups to add a separate group with its own set of conditions.
• You can remove individual conditions or entire groups using the Remove buttons that appear when there is more than one.

4. When you are done building the rule, click Save rule.

Available operators

The operators that appear depend on the type of form field you select:

Operator details

• equals / not equals — The field value must exactly match (or not match) the value you enter.
• contains / does not contain — The field value must contain (or not contain) the text you enter. Useful for partial matching.
• is in / is not in — The field value must be one of several values. Enter multiple values separated by commas (for example: "US, CA, UK").
• before / after — For date fields. The submitted date must be before or after the date you enter.
• between — For date and number fields. Enter two values separated by a comma (for example: "100, 500" or "2026-01-01, 2026-06-30").

How to manage existing rules

Once you have created rules, they appear in a list under each recipient.

Enable or disable a rule

Each rule shows an Active or Inactive badge. Click the Disable button to pause a rule without deleting it, or click Enable to reactivate it. This lets you temporarily turn off a rule during testing or seasonal changes.

Delete a rule

Click the Delete button next to a rule to permanently remove it.

Example setup

Suppose you have two sales reps: Alice handles US customers and Bob handles everyone else.

Alice's rules:

• Rule: "US customers"
• Group 1 (All conditions match):
• • Country equals "United States"

Bob's rules:

• Rule: "Non-US customers"
• Group 1 (All conditions match):
• • Country not equals "United States"

With this setup, when a US customer submits a quote request, only Alice receives the notification. For all other countries, only Bob receives it.

What happens

• Rules are evaluated in order for each recipient when a quote request comes in.
• If a recipient has no rules, they do not receive any notifications while advanced routing is active.
• If you switch back to the simple routing mode (No Rules), all recipients receive every notification regardless of any rules you have set up. Your rules are kept but not evaluated.
• If you remove a recipient from the notifications page, their rules are automatically deleted.
• If a form field used in a rule is later deleted from the form builder, the rule will show the field as "(Deleted)" and that condition will not match.

Good to know

• You need at least one recipient with both a name and email address before the routing mode selector and rules panel will appear.
• Rules are scoped per recipient. Each person can have different rules.
• The condition groups give you powerful logic. Use multiple conditions within a group for AND logic, and multiple groups with the top-level "Any" selector for OR logic.
• Test your rules by submitting a test quote request to make sure the right people receive the notifications.
• Changes take effect immediately after saving.

Updated on: 12/05/2026