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Tracking Modes

Response tracking runs in one of two modes. Basic is automatic and needs no setup; Advanced trades that simplicity for full control. You choose under Settings → Tracking Labels → Tracking Mode, and you can switch any time.

The two modes are mutually exclusive — turning one on turns the other off.

Basic mode​

Zero configuration. MailPrism tracks threads automatically based on who sent the last message:

  • Incoming emails become Needs Action.
  • When you reply, the thread moves to Awaiting Reply.
  • When they respond, it returns to Needs Action.
  • Resolve a thread when the conversation is complete.

This uses MailPrism's built-in system labels for the core states — you don't create or manage any labels yourself.

AI noise filtering​

Basic mode includes an optional AI-powered filtering toggle (recommended). With it on, MailPrism skips newsletters, notifications, and promotional mail that don't need a response, so your Needs Action list stays meaningful instead of filling up with noise.

AI filtering needs AI on

This toggle only does anything while AI is on and your plan includes it. With AI off, Basic mode still tracks threads by direction — it just won't filter out the noise.

→ See Response tracking overview for what each state means.

Advanced mode​

Full control. Instead of automatic direction-based tracking, you build your own workflow:

  • Create custom tracking labels for your specific needs.
  • Link them to Gmail labels for two-way sync.
  • Use rules to assign tracking labels automatically when emails match your conditions.

The built-in system labels for the core states are still available — in Advanced mode you can map each one to a Gmail label of your choice.

→ Build the rules that drive Advanced mode with the Actions reference, and manage labels in Tracking labels & sync.

Settings that apply to both modes​

A few tracking settings work the same regardless of mode.

Enforce label exclusivity​

On by default. This prevents a single thread from carrying both a Resolved label and an active tracking label in Gmail at the same time — so a conversation can't look "done" and "still open" at once.

When tracked emails are deleted​

Choose what happens to tracking when a tracked email is trashed or deleted in Gmail:

OptionWhat happens
Auto-resolve (default)The thread leaves active tracking immediately.
Notify then resolveYou get a notification first, then it resolves.
Keep trackingDeletion doesn't change the tracking state.

Reopen on reply and AI label assignment​

Two cards on the same page save as soon as you flip them — no Save button needed:

CardWhat it does
Reopen on replyBrings a resolved conversation back when someone replies. Off by default.
AI label assignmentLets AI pick a tracking label when none of your rules match (one AI call per such email). Your rules always run first. Only takes effect while AI is on and your plan includes AI analysis (Starter and up).
Save your other changes

The mode switch and the other settings on this page (everything except the two cards above) use the Save Changes button — those changes apply once you save.