Filter Resumes Received by Email

You can use email filters to route candidates to the correct opening, assign candidate sources or labels, or automatically mark unwanted submissions as spam.

Before You Begin

Email filters apply only to candidates who are created by forwarding resumes or applications to your Trakstar Hire application email address.

You can configure filters to:

Route candidates to a specific opening.
Apply a candidate source.
Apply one or more labels.
Mark candidates as spam.
Reduce manual sorting of emailed resumes.

Access Email Filters

To manage email filters:

Go to Settings.
Select Filters for Incoming Emails.
Click on Add New Filter.

Create an Email Filter

When creating a filter, specify the conditions that determine when it should apply.

For example, you can create filters based on:

The sender's email address.
The recipient email address.
Other available email criteria.

Then choose the actions the filter should perform, such as:

Assign the candidate to a specific opening.
Apply a candidate source.
Apply one or more labels.
Mark the candidate as Spam.

Once saved, the filter is automatically applied to future matching emails.

Mark Unwanted Applications as Spam

If you're receiving repeated spam or unwanted applications from the same email address:

Create an email filter.
Enter the sender's email address in the From field.
Enable Mark as Spam.
(Optional) Apply a label such as Spam, Do Not Contact, or Do Not Hire to help identify these candidates if needed.

Candidates marked as spam are removed from your active candidate pool and no longer generate notifications for future applications from that email address. Existing candidate records are not updated automatically.

Important Notes

Email filters only affect future emails that match the filter criteria.
Existing candidates are not updated retroactively.
If a candidate has already been created, you'll need to manually mark their existing profile as spam if appropriate.
You can edit or delete email filters at any time by returning to Settings > Filters for Incoming Emails.

Best Practices

To keep your candidate pool organized:

Use filters to automatically route resumes to the correct opening.
Apply consistent candidate sources and labels for reporting.
Avoid sharing your application email address publicly, as doing so can increase spam submissions. Instead, share your job posting URL or Hosted Career Site with candidates.

Questions? Feel free to write to us anytime! hire@trakstar.com