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Setting up Email Accounts

This documentation provides a detailed guide on setting up and managing email accounts for use with Document Inbound. It walks you through the steps of creating, synchronizing, and managing email accounts within Document Inbound.

Document Inbound enables the automatic capture of emails and their attachments for import into incoming lists. Both shared mailboxes and user mailboxes can be used. These mailboxes are defined within the Document Inbound group in Azure to ensure clear separation and better control.

Important Note

To successfully complete the configuration, a valid app registration must be linked to Document Inbound.

Accessing the Email List Page

To begin managing email accounts, navigate to the Email List Page in Document Inbound:

  1. Search for "Document Inbound - Email List" in Business Central.
  2. Alternatively, go to the Admin Role Center, where you can access the "Email List" page via the Email tab.
Information

If a Document Inbound group does not yet exist, it will be automatically created the first time the page is opened. Confirm the creation prompt or use the group creation action in the Email List Page.

Actions on the Email List Page

Adding an Existing Email Address

This action allows you to add an existing Microsoft 365 email address to the Document Inbound group.

Steps:

  1. Click the "Add" action.
  2. In the wizard, click Next until you reach the email address entry step.
  3. Select the desired Microsoft 365 email address from the list.
  4. The address will be added to the group and can be used after synchronization.

Creating a New Email Address

If no suitable email address exists, you can create a new one using this function.

Steps:
Click the "Create" option in the dropdown menu under the "Add" action. This will open a wizard that guides you through the email creation process step by step.

There are two main types of email addresses you can create:

Type Details More Information
Shared Mailbox A shared mailbox allows multiple users to access it without specific login credentials. Learn more
User Mailbox A user mailbox is assigned to a specific user and requires their login credentials for access. Learn more

Depending on the type you want to create, you may need to continue in the Azure Portal or proceed with the wizard.

Synchronizing

This action synchronizes all email addresses from the Document Inbound Azure group with the list in Business Central.

Steps:

  1. Navigate to the Email List Page.
  2. Click Synchronize.
  3. All email addresses from the Document Inbound group will be added to the list.

Removing an Email Address

This action removes an existing email address from the Document Inbound group.

Steps:

  1. Select the email address you want to remove.
  2. Click Remove.
  3. The address will be deleted from the group and will no longer be synchronized.

Shared Mailboxes

A shared mailbox is a mailbox that can be accessed by multiple users without a specific login credentials. This type of mailbox is compatible with and may be utilized by the Document Inbound. Notably, the assignment of a license is not a requirement for the operation of a shared mailbox.

Limitations

A shared mailbox cannot be created through Business Central. It must be created in the Microsoft 365 Exchange Admin Center, and assigned manually for Document Inbound through the Azure Portal.

Creating a Shared Mailbox

The following steps need to be completed to create a shared mailbox.

Note

Depending on your company policy, a special permission or admin rights might be needed to create a shared mailbox.

  1. Navigate to Exchange Admin Center and login with your Microsoft 365 credentials.
  2. Click on Recipients in the left navigation bar and then click on Mailboxes.
  3. Click on + Add a shared mailbox to create a new mailbox.
  4. Enter the Display name and Email address then click on Create to create the mailbox.
  5. The shared mailbox is now created and ready to be assigned to the Document Inbound group. Please note that a it might to take a few minutes until the mailbox is created.
  6. The assignment of the shared mailbox to the Document Inbound group can be done through the Exchange Admin Center or through the Azure Portal.

Assigning a Shared Mailbox to the Document Inbound Group through the Exchange Admin Center

  1. Navigate to Exchange Admin Center and login with your Microsoft 365 credentials.
  2. Look for a group with a name of Document Inbound and click on it. If the group does not exist, please create it through the Document Inbound in Business Central. This can be done by just opening the email list. A popup will appear and ask you to create the group.
  3. In the Document Inbound group details, click on Members.
  4. Click on View all and manage members to have an overview of the group members.
  5. Click on + Add members to add a new member to the group.
  6. Select the shared mailbox that you want to add to the group and click on Add to add the mailbox to the group.
  7. The shared mailbox is now added to the Document Inbound Group. To use the mailbox in Document Inbound, please synchronize the email list in Business Central.

Assigning a Shared Mailbox to the Document Inbound Group through the Azure Portal

  1. Navigate to Azure Portal and login with your Microsoft 365 credentials.
  2. Search for Groups in the search bar and click on Groups.
  3. Look for a group with a name of Document Inbound and click on it. If the group does not exist, please create it through the Document Inbound in Business Central. This can be done by just opening the email list. A popup will appear and ask you to create the group.
  4. In the Document Inbound group details, click on Members in the left navigation bar.
  5. Click on + Add members to add a new member to the group.
  6. Select the shared mailbox that you want to add to the group and click on Add to add the mailbox to the group.
  7. The shared mailbox is now added to the Document Inbound Group. To use the mailbox in Document Inbound, please synchronize the email list in Business Central.

User Mailboxes

A user mailbox is a mailbox that is assigned to a specific user, the user credentials are needed to be able to access the mailbox. This type of mailbox is compatible with and may be utilized by the Document Inbound. Notably, the assignment of a license is a requirement for the operation of a user mailbox.

Adding Email Account to the Document Inbound Group

The following steps need to be completed to add an email account to the group.

  1. Click on Email in the ribbon bar and execute the action Email List.
  2. Execute the action Add Email to Group in the ribbon bar to start the wizard that allows you to add email users to the Document Inbound Group.
  3. Enter your email address in the User Email field and click on Add Email to continue.
  4. Another window will open where you can select the email address that should be used for the Document Inbound Group. Click on the Microsoft account that you want to add to authenticate.
  5. The email account is now added to the Document Inbound Group.

Info

If the email account that should be added does not exist, the wizard for creating a new email address will open. If this wizard opens, please follow the instructions for creating a new email address (Instructions below).

Creating an Email Account without License

The following steps need to be completed to create an email account.

  1. Click on Email in the ribbon bar and execute the action Email List.
  2. Click on the arrow next to the action Add Email to Group to open the dropdown and then execute the action Create Email to start the wizard for the creation of a new email account.
  3. Configure the email account and be sure to fill in every required field.
  4. Click on Create Email Without License to create the email account without license.
  5. Another window will open where you can select the email address that should be used for the Document Inbound Group. Click on the Microsoft account that you want to add to authenticate.
  6. A dialog window appears with a query for the assignment to the document inbound group of the recently created user. Click Yes to add the user to the group.
  7. The email account is now added to the Document Inbound Group but without a license.

Creating an Email Account with a Microsoft 365 License

The following steps need to be completed to create an email account.

  1. Click on Email in the ribbon bar and execute the action Email List.
  2. Click on the arrow next to the action Add Email to Group to open the dropdown and then execute the action Create Email to start the wizard for the creation of a new email account.
  3. Configure the email account and be sure to fill in every required field.
  4. Click on Next to continue.
  5. A license list is displayed from which a license has to be selected.
  6. Select the license that should be used for the email account and click on Create Email and Assign License to create the email account with a license.
  7. Another window will open where you can select the email address that should be used for the Document Inbound Group. Click on the Microsoft account that you want to add to authenticate.
  8. A dialog window appears with a query for the assignment to the document inbound group of the recently created user. Click Yes to add the user to the group.
  9. The user has been created together with the selected license.

See also