As an HR Admin, you’ll receive a compliance summary email each time an employee submits a business trip through WorkFlex. While important, these notifications can quickly fill up your inbox—especially in larger organisations.
To keep things tidy and make sure you don’t miss any trips that require special attention, we recommend setting up rules in Outlook to automatically move these emails to a dedicated folder.
Create rules in Outlook
Outlook allows you to set up automatic rules based on subject lines, senders, keywords and more. Microsoft provides a step-by-step guide here:
🔗 Set up rules in Outlook
Filter by trip status
WorkFlex trip notification emails contain keywords in the subject line that indicate the status of a request. You can use these to filter emails accordingly:
To filter for trips that require your attention, look for the word “Action” in the subject line.
To filter for normal cases, look for the word “Completion”.
This lets you prioritise high-risk or time-sensitive cases while keeping all other notifications neatly stored.
Move emails to a dedicated folder
Refer to the screenshot below to see how to move all WorkFlex notifications out of your inbox and into a folder of your choice:
Once you’ve created your rule, Outlook will prompt you to run the rule immediately. We recommend ticking this box so all existing emails that match your rule are moved straight away.
Keep your inbox clear and focused
With these rules in place, your inbox stays structured and manageable. More importantly, you’ll never miss a trip that needs your attention.
Note: The default subject line of WorkFlex emails includes “Action” or “Completion”. If your organisation customises WorkFlex emails—including the subject line—you’ll need to adjust your rules accordingly.