> For the complete documentation index, see [llms.txt](https://help.transform.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.transform.ai/organizations-and-projects/interactions-routing.md).

# Interactions Routing

Automatically file synced meetings and emails into the right Organization based on the email domains of the people on them.

### Overview

Interactions Routing files synced meetings and emails into an Organization automatically. When the people on a meeting or email include someone from one of the Organization's email domains, Transform tags it with that Organization, and with a Project when one can be identified.

For example, if the **Acme** Organization lists `acme.com`, a synced calendar meeting with `jane@acme.com` on the guest list lands in Acme without anyone filing it by hand.

### Key Concepts

* **Email domains**: the Organization's own domains (for example `acme.com`). Routing only happens once at least one domain is added.
* **Auto-route toggle**: a per-Organization switch. It is on by default, but has no effect until the Organization has a domain.
* **Internal domains**: your own company's domains, set at the account level. People on these domains are ignored when routing, so your team being on a meeting never decides where it is filed.
* **Default Auto-Routing Project**: an optional Project setting that names where routed items land inside the Organization.

### How It Works

{% stepper %}
{% step %}

### Collect the external participants

For a **meeting**, Transform looks at every attendee. For an **email**, it looks at the sender and the visible recipients (From, To, and CC). Blind copies (BCC) are never used, so routing can never reveal who was blind-copied.

Participants on your account's internal domains are skipped.
{% endstep %}

{% step %}

### Match domains to Organizations

Each remaining participant's domain is compared against the email domains of Organizations that have auto-routing turned on.

* **Exactly one Organization matches**: the meeting or email is filed there.
* **No Organization matches**: nothing changes.
* **Two or more Organizations match**: nothing changes. Transform never guesses between two customers, so the item stays unfiled for someone to place manually.

Guests whose domain belongs to no Organization (a booked conference room, a contractor on gmail.com) are ignored. They neither route nor block routing.
{% endstep %}

{% step %}

### Pick a Project (when possible)

Inside the matched Organization:

1. If one Project is marked as the **Default Auto-Routing Project**, the item lands there.
2. Otherwise, if the matched participants all belong to the same Project in that Organization, the item lands in that Project.
3. Otherwise, the item is filed to the Organization with no Project.
   {% endstep %}
   {% endstepper %}

{% hint style="info" %}
Routing applies when a meeting or email is first synced. Items that already exist are never re-filed, and a calendar sync that already targets a specific Organization or Project keeps that target.
{% endhint %}

{% hint style="success" %}
**Internal meetings:** because your own domains are ignored, a meeting with only your team on it is never routed. If it repeats, file one occurrence and apply it to future meetings in the series instead. See [Filing Recurring Meetings](/ai/filing-recurring-meetings.md).
{% endhint %}

### Privacy and Visibility

Routing files an item; it never widens who can read it.

* An auto-routed **meeting** is created as **internal-only** and **restricted to attendees**, because the Organization was inferred rather than chosen by a person. Both settings can be changed on the meeting afterwards.
* A routed email keeps the privacy it already had. Each person only sees the items they were on.

### Setup Steps

{% stepper %}
{% step %}

### Set your internal domains (once per account)

Open **Settings** for your account and add your company's own domains under **Internal domains**. This keeps your team's addresses from affecting routing.
{% endstep %}

{% step %}

### Open the Organization

Navigate to **Organizations** and select the Organization to configure.
{% endstep %}

{% step %}

### Open the Interactions Routing tab

Select the **Interactions Routing** tab on the Organization detail page.
{% endstep %}

{% step %}

### Add the Organization's email domains

Type a domain (for example `acme.com`) and select **Add**, or press Enter. Add every domain the customer uses. Changes save immediately.

* Public email domains such as `gmail.com` cannot be added.
* A domain can belong to only one Organization. Adding a domain that another Organization already claims is rejected.
* If a domain is also one of your account's internal domains, the tab warns you: it will never route anything.
  {% endstep %}

{% step %}

### Confirm auto-routing is on

Make sure **Auto-route interactions to this organization** is switched on. Turn it off to stop routing to this Organization without removing its domains.
{% endstep %}

{% step %}

### Choose a default Project (optional)

Open the Project that should receive routed items and switch on **Default Auto-Routing Project** in its properties. Only one Project per Organization can hold this setting; turning it on for one Project turns it off for the previous one.
{% endstep %}
{% endstepper %}

### Best Practices

* Add all of a customer's domains (including subsidiaries and regional domains) to the same Organization.
* Set a Default Auto-Routing Project for Organizations with a single active engagement, so routing is predictable.
* Keep your account's internal domains up to date, especially after acquisitions or domain changes.

### Troubleshooting

| Symptom                                            | Likely cause                                                                                                    |
| -------------------------------------------------- | --------------------------------------------------------------------------------------------------------------- |
| Nothing is being routed to the Organization        | No domains added, the toggle is off, or the domain is also an internal domain.                                  |
| A meeting with the customer was not routed         | Attendees from another Organization were also on it, or the meeting existed before the domain was added.        |
| Items land in the Organization but no Project      | No Default Auto-Routing Project is set and participants' Project memberships don't point to a single Project.   |
| A routed meeting isn't visible to an external user | Auto-routed meetings start as internal-only and attendees-only. Change those settings on the meeting if needed. |

### Summary

Add an Organization's email domains on its **Interactions Routing** tab, and Transform files matching meetings and emails into it automatically. Ambiguous matches are left unfiled, and routing never makes anything more visible.

Related:

* Organization Settings and Management
* Organizations
* Meeting Notetaker
* Capturing Meetings Automatically
* [Filing Recurring Meetings](/ai/filing-recurring-meetings.md)


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