Apple Mail rules only work while the Mail app is open. If Mail is closed, forwarding will not happen.
If you use an email provider like Bigpond, Gmail, Yahoo, Outlook, Hotmail, Live, or AOL, consider creating a contract-note-only filter or rule directly with that email provider instead of in the Mail app on your Mac. Rules created at the source will keep running even if your Mac is asleep, turned off, or the Mail app is closed. Rules created in the Mail app are dependent on the app staying open.
Create a rule in the Mail app on your Mac to forward only broker contract notes to your portfolio’s Navexa Link email. Set conditions that exclude other broker mail before enabling automatic forwarding.
Forward contract notes only. Never forward broker login emails, password-reset emails or security codes to Navexa. Do not forward all your mail or all emails from a broker. A broker may use the same sender address for contract notes and security messages.
Before you start
Use this article if your broker emails arrive in the Mail app on your Mac.
Apple Mail can automatically forward emails using rules, but Apple says this only works when Mail is open. If the Mail app is closed, the rule will not run. (Apple Support)
Before you create the rule, make sure you have:
Your portfolio’s Navexa Link email address
A recent broker contract note email
The full sender email address and distinctive subject wording from an original contract note, checked against other broker emails so the combination matches contract notes only
Each portfolio has its own unique Navexa Link email, so make sure you copy the address from the correct portfolio. In Navexa, select Portfolio in the navigation rail, choose the portfolio from the selector at the top of the sidebar, then select Portfolio settings. On the Details tab, find Navexa Link.
For help finding that email, see Finding Your Portfolio’s Unique Email Address.
Create a rule in Apple Mail
Open Mail on your Mac, then select Mail > Settings.
Select Rules > Add Rule.
In Description, enter a clear name such as Navexa contract notes.
Set the rule to require all conditions. Add a From condition using the exact-match option and the full sender email address from your original contract note. Do not match only a broker name or domain.
Use the + button to add a Subject condition. Match distinctive, recurring contract-note wording from your own broker’s emails. There is no subject phrase that works for every broker. Check that other broker emails, including login, password-reset and security-code messages, do not match the combined conditions. If you cannot isolate contract notes, forward them manually instead.
Under Perform the following actions, select Forward Message.
Enter the destination portfolio’s Navexa Link email address.
Recheck all, both conditions and the destination, then select OK. If Mail offers to apply the rule to existing messages, review the matching messages before doing so. Do not apply it to the whole inbox without checking.
Apple’s Rule settings guide explains how to combine conditions. The exact-match operator’s wording can vary by Mail version; choose equality rather than a partial sender match.
What to enter in the rule
Set the description, condition and forwarding action for broker contract notes.
Description
Use a name that makes the rule easy to recognise later.
Examples:
Forward CommSec notes to Navexa
Forward nabtrade contract notes
Forward Selfwealth emails to Navexa
Condition
Require all conditions: an exact match for the full sender address, plus subject wording that identifies an original contract note from that broker. Check the combination against your existing broker mail. Do not use the sender address alone unless your broker has confirmed it is used exclusively for contract notes. If the conditions cannot exclude other messages reliably, use manual forwarding.
Action
Use:
Forward Message
to your portfolio’s Navexa Link email address
Choose values from an original contract note
Use a recent original contract note to identify the full sender address and recurring contract-note subject wording. Check more than one note if the subject includes changing dates or trade details. Do not copy a generic support address or assume that another broker’s subject phrase will work for yours.
Test the setup
Before enabling the rule, compare its combined conditions with recent contract notes and other broker messages. Login emails, password-reset emails and security codes must not match.
Keep Mail open and wait for the next original contract note.
Check that the note is forwarded to the correct Navexa Link address and imported into the intended portfolio.
If any other message is forwarded, disable the rule in Mail > Settings > Rules and correct it before using it again. Do not forward a security email as a test.
Important limitations
Check these limitations before relying on a Mail forwarding rule.
Mail must stay open
Apple Mail rules only work while the Mail app is open. If Mail is closed, forwarding will not happen. (Apple Support)
Forward actual contract notes only
Only forward the executed trade confirmation email, not an order placed email or general notification. Navexa’s contract note importing guidance consistently relies on the original broker trade confirmation with the contract note attached.
PDF attachments can be the sticking point
If a manual forward works but the Apple Mail rule does not, the forwarded email or PDF attachment may be getting altered in the automated rule. Recent Navexa support discussions flagged this as a real issue with Apple Mail forwarding in some cases.
If it is not working
Use these checks if a broker contract note is not forwarded.
Check that Mail is open
This is the first thing to check. If Mail is not open, the forwarding rule will not run. (Apple Support)
Check the sender address
Use an exact match for the full sender email address, together with contract-note-specific subject wording and all conditions. A sender-only rule can also forward unrelated broker messages.
Check you used the right Navexa Link email
Each portfolio has its own unique Navexa Link email. If the trade lands in the wrong portfolio, you likely used the wrong address.
Check the email is the original contract note
Use the original trade confirmation email with the PDF contract note attached. If you are forwarding a notification email or an email where the attachment is missing, Navexa may not be able to process it.
Test one email manually
If the manual forward works but the rule does not, the issue is likely the Apple Mail rule rather than the broker PDF itself. That pattern came up in recent support cases.
Try “Forward as attachment” if available
In a recent Apple Mail support case, Navexa guidance suggested trying Forward as attachment where available because it can preserve the original email structure better.
Send contract notes directly from your broker
If your broker offers a recipient setting specifically for contract notes, you can add your portfolio’s Navexa Link address there. This does not depend on Mail staying open. Do not use the Navexa address as a general secondary, login, recovery or security email.
Use a rule in your email provider
If you use an email provider such as Bigpond, Gmail, Yahoo, Outlook, Hotmail, Live, or AOL, consider creating a contract-note-only rule with that provider directly. Check that it forwards only the intended contract notes.
Rules set up at the source keep running even if:
your Mac is asleep
your Mac is turned off
the Mail app is closed
Rules created in the Mail app on your Mac only work while the app is open.