Storage File Paths

Every rule that saves to cloud storage has a storage file path: the folders mxHERO creates and files into, built from fixed text and variables. This page explains the path editor in the rule wizard, the default paths, how variables become folder names, and the options for file names, subfolders, collaboration and overwriting.

Before you begin

• Connect the storage account the rule uses. See Storage Overview.
• Decide on a folder structure. A path that groups by client, matter or mailbox is easier to browse than one long list of subjects.
• To file by values that aren't built in (a matter number, a client name from a list), create a custom variable first. See Custom Variables.

Where you set the path

The path is step 4. Storage Filepath ("Select the filepath for your cloud service") of the rule wizard. It appears after 3. Cloud Storage for Protect Attachments, Copy Emails, Move Emails and Secure Emails, and for Zip Attachments after you click Add Storage Settings. Once the Cloud Storage step is confirmed, the card subtitle shows the full path, starting with root/.

Note: When a OneDrive or Google Drive rule sends files to a SharePoint site or shared drive (chosen in the Cloud Storage step), the folder browser is hidden and the path starts at the root of that site or drive. See Connecting OneDrive and SharePoint.

Build a path

1. In Subfolder, type the first folder name, for example Clients.

2. Type / to start the next folder level.

3. Type { to open the variable list. Keep typing to filter it.

   

4. Select a variable. It is inserted as its name in braces, for example {Peer Address, domain part}.

5. Repeat until the path is complete, for example:

   Clients/{Peer Address, domain part}/{Received Date / yyyy}/{Subject Normalized}

6. Click the help icon next to Subfolder to see a description of each variable in the path.

   

7. Click Confirm.

The variable list has three groups:

The list only offers variables that make sense for the rule's action and target. For example, Folder Name and Inbox Address appear for User Mailboxes rules. See Variables Reference for every variable and its format.

Default paths

New rules start with a default path. <Action> is the action name, for example Protect Attachments.

With the Email Flow default, an email from mary@example.com to bob@partner.example with the subject Fwd: Proposed budget, sent on October 19, 2026, is saved for Mary in:

Protect Attachments/mary@example.com/bob@partner.example/Proposed budget/20261019

How mxHERO turns a path into folders

• Folders are created when needed. If a folder in the path doesn't exist, mxHERO creates it.
• Names are cleaned for the provider. Each folder name is cut to 200 characters, and characters the provider rejects (such as : \ / * ? | < > % ' " and emoji) are removed. A folder whose name ends up empty is named EMPTY. See File and Folder Naming Rules.
• Dates use the rule's time zone. Date variables are written in the time zone set under Locale & Time zone › TimeZone in the wizard's right column. If none is set, the organization's time zone is used.
• A variable with no value leaves its folder level out. For example, a custom variable that doesn't match and has no default value.
• A variable with several values can create several paths. Variables such as To Recipients can hold more than one address. Each value can produce its own folder, and the file is saved in each. Prefer single-value variables (Email Address, Peer Address, Sender, From Address) in paths.

Note: To avoid EMPTY folders, give custom variables a default value. See Custom Variables.

File names, subfolders and overwriting

Open Advanced Options in the Storage Filepath step for these settings. Which fields appear depends on what the rule saves.

Name patterns follow the same rules as folders. For attachment names, Attachment Normalized Name gives names that most providers accept without changes.

Collaborate Subfolder

Use this to give the sender or recipient (or the mailbox owner) access to a folder in the path, for example each client's folder.

1. Turn on Collaborate Subfolder.
2. In Folder to share, choose the folder level of the path to share.
3. In Permission level, choose the role: Co-Owner, Editor, Previewer or Viewer on Box; Co-Owner, Editor or Viewer on Google Drive and OneDrive; Editor or Viewer on Dropbox.

Collaboration isn't available for Egnyte or mxHERO Shares, for Forwarding Address or Storage Webhook targets, when the rule sends the same copy to all recipients, or when the security option is Accessible to the folder collaborators (no shared link). If a later change makes it unavailable, the dashboard turns it off and tells you.

Use a copy policy instead

A Copy Policy chooses the folder from conditions, for example one folder per project number, with a fallback folder. To use one:

1. In the Storage Filepath step, turn on Use a copy policy instead.
2. In Select a copy policy, choose the policy. Only policies for the rule's storage provider are listed; policies for any provider show as All providers: .
3. Click Confirm.

The policy replaces the path. If you turn the toggle off, the previous path comes back. See Copy Policies.

Example paths

Verify

1. Save the rule and send a test email that the rule targets.
2. Open the storage account and check the folders and file names.
3. If nothing arrived, open Email Flow Logs, find the message and check its storage events.

Troubleshooting

Related pages

• Variables Reference
• Custom Variables
• Copy Policies
• File and Folder Naming Rules
• Create a Rule