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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 Email must be created.

Matching the Email

Document Inbound extends its functionality by enabling the assignment of documents based on the sender's email address, as well as the recipient's email addresses (To and Cc). This feature utilizes 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 provided email addresses.

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 records, including their content type and metadata.

Assigning Documents

The job queue will be responsible for 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:

  1. Navigate to the Inbound List.
  2. Select an entry from the list.
  3. Click on the Assign Automatically action to assign the document automatically. This function will try to assign the document to 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.
  4. 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.

See also