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Setting Up the Inbound List

The inbound list is the core of Document Inbound. It serves as a central collection point for documents that can be imported and processed through various channels. This article provides all the details about the inbound list and its configuration.

Creating an inbound list

Follow these steps to create a new inbound list:

  1. Switch to the Document Inbound by Simova - Administrator role.
  2. Click on Setup in the menu bar and select Inbound Lists.
  3. In the menu bar, select the New action to start the inbound list Assistant.
  4. Enter a unique code for the inbound list in the Code field.
  5. Enter a name for the inbound list in the Name field.

If you want to create the inbound list quickly, simply follow the steps in the assistant. The following sections of this article will provide a detailed explanation of all available configuration options. You can jump to the relevant sections as needed and adjust the inbound list accordingly.

Using a Whitelist for File Extensions

This option allows you to define a whitelist for file formats. For example, if only PDF documents should be imported, you can enable this restriction.

Procedure:

  1. Enable the Use File Extension Whitelist option.
  2. Click on the Whitelist input field.
  3. You will be directed to a separate page where you can define the allowed file formats (e.g., .pdf, .docx*).

If a non-permitted file is imported:

  • Manual Imports: A notification will appear about the files that cannot be imported.
  • Automated Processes (e.g., job queue): A log entry will document which files were rejected.

Important

After enabling this option, the Whitelist field will initially be empty. Define at least one file extension to ensure the system can continue importing documents.

Document Intelligence

This option enables the Document Intelligence feature for the inbox list, providing advanced functions such as document classification and automatic processing.

Once activated, the Document Intelligence Assistant will launch automatically to set up the system. A detailed configuration guide can be found in the section "Setting Up Document Intelligence".

Information

Document Intelligence is a separate feature of Document Inbound and must be explicitly purchased and activated.

After activation, the following options are available:

Option Description
Use Static Classification Enable this option if the incoming documents in this inbox list are always of the same type, e.g., only sales invoices. In this case, we recommend enabling this option to reduce costs, as document classification via Document Intelligence will not be required. This prevents the use of additional resources that would incur costs.

Once activated, the Static Classification field appears. Here, you can select a predefined classification for static categorization. If no options are available, a classification must first be set up in the Document Intelligence Setup.
Classify Documents on Upload This option enables automatic classification of documents upon import into the inbox list, eliminating the need for manual classification in the list.
Automatic Processing This option determines whether documents in the inbox list should be processed automatically. If enabled, the Process Document Bot job queue will handle processing. The status and results of the process can be viewed on the Job Queue Overview page.

Upload

Here, you can define how documents should be handled after being uploaded. You have the option to modify the file name or append additional information.

Trim File Name After First Separator

This option determines whether the file name should be truncated upon import based on a separator.

Procedure:

  1. Enable the Trim File Name After First Separator option.
  2. Define the separator in the File Name Separator field (e.g., "_").
Example

Initial Situation:

  • Original file name: InvoiceX1_2025.pdf
  • Separator: "_"

Result:

  • The file name is shortened to InvoiceX1.pdf.

Add Timestamp to File Name

This option automatically adds a timestamp to the file name.

Note: This option can only be enabled if the "Trim File Name After First Separator" function is disabled.

Procedure:

  1. Enable the Add Timestamp to File Name option.
  2. Define a Separator Between File Name and Timestamp (e.g., "_").

The timestamp format follows this structure: Year_Month_Day_Hour_Minute.

Example

Initial Situation:

  • Assume the original file name is: InvoiceX1.pdf
  • If the separator "_" is defined, the file name will be appended with a timestamp.

Result:

  • The file name changes to InvoiceX1_2025_03_13_11_36.pdf, where _2025_03_13_11_36.pdf is appended to the original name.

Assignment Configuration

The assignment configuration is a powerful option that provides you with multiple methods for fully automating the archiving of incoming documents in Document Central using various configuration options.

Configuration Description Options
Assignment Level The assignment level controls the degree of automation in the assignment process. Automatic: The job queue will pick up the inbox list and go through an automatic assignment process.

Semi-Automatic: The job queue excludes the inbox list, and documents can only be manually assigned (through an action).
Use Hierarchy This option is only available if the Assignment Level is set to "Semi-Automatic." With this option, you can define multiple assignment methods simultaneously. When enabled, you can define multiple assignment methods consecutively. This will be done under the "Assignment Hierarchy."
Handling Multiple Targets It is common for a document to not have a unique assignment but rather multiple (1:n). This option defines the behavior when multiple assignment options are found. By Priority: The first assignment option is taken.

By Interaction: The user decides which targets to assign and archive.

All Targets: Takes all options and archives them.
Return Type Description
Barcode The barcode return type uses a barcode printed on the documents. When the barcode is scanned, the document is automatically assigned to the corresponding process. This method is fast and minimizes manual input, as the barcode allows for unique identification.
Filename The filename return type assigns the document based on its filename. The document's name could contain standardized information (e.g., order number, date, or supplier), enabling the system to automatically assign it to the corresponding process. This method requires a consistent naming convention for all documents.
Record ID The record ID return type assigns the document to a specific ID in the system. This ID could correspond to an order, invoice, or another relevant record. Once the document is imported into the system, the ID is used as a key to locate the record and correctly link the document.
Email The email return type identifies the origin of the document through the email address and subject of the email. This can be useful when documents are submitted directly via email. The system can then analyze the sender's email address and/or the subject to assign the document to the correct process.
Courier The courier return type refers to the Courier App and enables direct assignment of documents processed through the Courier App.
Document Central Link Document Central Link works similarly to the record ID return type. When a record is selected in Outlook, the record ID is carried over and transferred, and the target record is displayed here.
Document Information Document Information is a feedback methodology that works in combination with the Document Intelligence feature. Already classified and extracted documents are used to link and enrich their information with a Document Central metadata library. This allows the relevant datasets to be identified and important metadata to be added, enabling structured archiving in Document Central.

Setting Up Assignment Methods

The following section presents the configuration options for each assignment method.

In Email Assignment Mapping, you have the ability to configure various feedback configurations via multiple assignment lines, providing you with several dynamic methods. Below, all configuration options for each line are explained.

Option Description
Mapping First, the "Mapping" field must be filled in. Here, you specify a Document Central Mapping that will categorize and archive the document later. For example, if you want to assign documents to a specific customer, you can select a mapping to the Customer. In this case, the connection can be made based on the email address, so the document is automatically assigned to the correct customer.
Assignment Field Subject:
This option allows you to use the email subject to make an assignment to the target (e.g., an invoice number). If the subject contains an invoice number, it can be extracted and used to automatically link to the correct invoice.

Email Address:
This option allows you to use various email addresses within the received message to establish a connection to the target. This is based on the previously defined Mapping, as explained in the Mapping section.

The configuration of these options is detailed explained under "Linking Subject Field" & "Linking Field Regular Expression"
Linking Subject Field Specifies which field should be used to link the email to the document based on subject information. For example, you might select the Invoice No. field if the subject contains an invoice number, and the system should search for a document with the same number.
Linking Field Regular Expression Specifies a regular expression that will be used to extract relevant information from the subject of the email. This information will be used in the linking field to search for the corresponding document. For example, if the subject is "Invoice 12345" and the regular expression is "Invoice (\d+)", the number 12345 will be extracted and used as the search value.
Default Content Type Sets the default content type for email assignment. This is used when no content type is specified during document import.
Sequence Defines the order of processing for email mappings. Smaller numbers are processed first.
Subject Assignment Example

In this example, we use a mapping connected to the Sales Invoice Table.

Application:

  • An email is received with the subject:
    "We are sending you Invoice30102xF from our customer."
  • The Linking Subject Field was configured to the "No." field in the Sales Invoice Table.
  • The Linking Field Regular Expression was set to the expression Invoice(\d+).

Result:

  • The regular expression extracts the invoice number "30102xF" from the subject.
  • This number is placed in the "No." field, and a search for the corresponding invoice is initiated.
  • The invoice with the number "30102xF" is found in the system, and the document can be assigned.

🚧 Still in progress! We are currently working on the documentation for this feature.

🚧 Still in progress! We are currently working on the documentation for this feature.

🚧 Still in progress! We are currently working on the documentation for this feature.

🚧 Still in progress! We are currently working on the documentation for this feature.

🚧 Still in progress! We are currently working on the documentation for this feature.

🚧 Still in progress! We are currently working on the documentation for this feature.

See Also