Assignment via Email Address
The Document Inbound extension possesses the capability to assign documents based on their filenames. This feature leverages the filename of each document, allowing it to be read and utilized for matching purposes against the information stored within the database.
Prerequisites
To be able to assign documents via email, an Inbound List with the assignment type Assignment via Email Address must be created.
Matching the Email
Document Inbound extends its functionality by enabling the assignment of documents based on the sender email address. This feature utilize the capability of Document Inbound to extract and retrieve email information from the configured email accounts. Moreover, for added flexibility, external extensions with similar capabilities that can also extract the email address and transmit it to Document Inbound, will be able to assign the documents based on the email address provided.
Based on the configured settings in the Inbound List, Document Inbound will cross-reference the email with the database. When a reference is identified, the document will promptly display potential target record, including their content type and metadata.
Assinging Documents
The job queue will be responsible of document assignment. Documents will be automatically allocated to their respective records as long as the email reference is detected within the database. Alternatively, users have the flexibility to initiate the assignment process manually through the Assign Automatically or Assign Manually functions.
To trigger the assign function manually, the following steps can be done.
- Navigate to the Inbound List.
- Select an entry from the list.
- Click on the Assign Automatically action to assign the document automatically. This function will try to assign the document to the the record that is referenced by the email address. If the target record is not found within the system, the Assign Manually action, will automatically be triggered.
- Alternatively, click on the Assign Manually action to assign the document manually. This action will open a page where the user can choose the target record to be assigned.