Setting up Email Assignment
To be able to assign documents via email, the assignment type Assignment via Email Address must be set in the inbound list.
The following steps need to be completed to assign the document via email in Document Inbound.
- Navigate to the Inbound List.
- Select an existing Inbound List or click on the New action to create a new Inbound List.
- Select the assignment type Assignment via Email Address.
- The configuration area Assignment via Email Address will be displayed for the email assignment.
- Choose a Mapping where the documents should be assigned to in the assignment process.
- Choose which field should be used for the email, by choosing the field via the lookup function in the Email Field No.
- Choose a Content Type for the document. If the content type is left empty, Document Inbound will automatically look for the default content type in the Document Central - Document Library.
Assigning Documents via Recipient Email Addresses
When setting up email assignments, you can also choose to assign documents based on the From, To, or Cc email addresses. This provides flexibility in assigning documents to multiple recipients, ensuring that they are associated with the correct records in the system.
Email Assignment Configuration
To assign documents using the To and Cc email addresses, follow these steps:
- Navigate to the Inbound List where you are configuring email assignment.
- Under the Assignment Configuration section, locate the Email Assignment settings.
- In the Email Assignment settings, you will see three toggles:
- From Email Assignment (enabled by default)
- To Email Assignment
- Cc Email Assignment
These options allow you to choose which email addresses (From, To, or Cc) should be used for document assignment. You can enable one or more of these options based on your requirements.
Assignment Process
- From Email: Documents will be assigned based on the sender's email address.
- To Email: Documents will be assigned to the recipient(s) in the To field.
- Cc Email: Documents will be assigned to the recipient(s) in the Cc field.
When multiple email addresses are selected, the system will cross-reference the email addresses with the database and assign the document to all matching records. This ensures the document is assigned to all relevant parties, whether they are in the From, To, or Cc fields.