Setting Up the Inbound List
The inbound list is the heart of Document Inbound. It serves as a central collection point for documents that can be imported and processed through various means. In this article, you will learn everything about the inbound list and its configuration.
Creating an Inbound List
Follow these steps to create a new inbound list:
- Switch to the role Document Inbound by Simova - Administrator.
- Click on Setup in the menu bar and select Inbound Lists.
- In the menu bar, select the action New to start the Inbound List Wizard.
- Enter a unique code for the inbound list in the Code field.
- 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 wizard. The subsequent sections of this article will explain all available configuration options in detail. 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:
- Enable the option Use File Extension Whitelist.
- Click in the Whitelist field to access the input field.
- You will be taken to a separate page where you can define the allowed file formats (e.g., .pdf, .docx*).
If a disallowed file is imported:
- Manual Imports: A notification will appear about the non-importable files.
- Automated Processes (e.g., Job Queue): A log entry documents which files were rejected.
Important
After enabling the option, the Whitelist field will initially be empty. Define at least one file extension so that the system can continue to import documents.
Document Intelligence
With this option, you enable the Document Intelligence feature for the inbound list. This provides advanced functions such as document classification and automated processing.
After activation, the Document Intelligence Wizard will automatically start to set up the system. A detailed guide for configuration can be found in the section "Setting Up Document Intelligence".
Information
Document Intelligence is a separate feature from 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 inbound list are always of the same type, e.g., exclusively sales invoices. In this case, we recommend enabling the option to save costs, as no document classification via Document Intelligence will be required. This will not consume additional resources that would incur costs. After activation, the Static Classification field will be displayed. Here you can select a predefined classification for static classification of the documents. If no selection is available, a classification must first be set up in the Document Intelligence Setup. |
| Classify Documents on Upload | This option allows for the automatic classification of documents directly upon import into the inbound list. This eliminates the need for manual classification in the list. |
| Automatic Processing | This option determines whether the documents in the inbound list should be processed automatically. If this option is enabled, the Job Queue Process Document Bot will handle the processing. The status and result of the process can be viewed on the Process Queue Overview page. |
Uploading
Here you can specify how documents should be handled after uploading. You have the option to adjust the file name or add additional information.
Shorten File Name After First Separator
This option determines whether the file name should be shortened based on a separator during import.
Procedure:
- Enable the option Shorten File Name After First Separator.
- Define the character in the Separator in File Name field that will be used to cut off the file name (e.g., "_").
Example
Initial Situation:
- Original file name:
InvoiceX1_2025.pdf - Separator: "_"
Result:
- The file name will be shortened to
InvoiceX1.pdf.
Add Timestamp to File Name
With this option, a timestamp will automatically be added to the file name.
Note: This option can only be enabled if the "Shorten File Name After First Separator" function is disabled.
Procedure:
- Enable the option Add Timestamp to File Name.
- Define a character in the Separator Between File Name and Timestamp field that will be inserted between the original name and the timestamp (e.g., "_").
The timestamp will be formatted as follows: Year_Month_Day_Hours_Minutes.
Example
Initial Situation:
- Suppose the original file name is:
InvoiceX1.pdf - If "_" was defined as the separator, the file name will be appended with a timestamp.
Result:
- The file name will become
InvoiceX1_2025_03_13_11_36.pdf, where_2025_03_13_11_36.pdfhas been appended to the original file name.
Assignment Configuration
The assignment configuration is a powerful configuration option that provides you with several methods for fully automated archiving of incoming documents in Document Central using various configuration options.
| Configuration | Description | Options |
|---|---|---|
| Assignment Level | The assignment level controls the degree of automation of the assignment process. | Automatic: The job queue will take the inbound list and go through an automatic assignment process. Semi-Automatic: The job queue excludes the inbound list, and documents can only be assigned manually (through an action) automatically. |
| Usage Hierarchy | This option is only available when Assignment Level is set to "Semi-Automatic". With this option, you can define multiple assignment methods simultaneously. | When you enable this option, you have the option to define multiple assignment methods in succession. This will then occur under "Assignment Hierarchy". |
| Handling Multiple Targets | It can often happen that a document does not have a unique assignment found, but multiple (1:n). With this option, you define the behavior when multiple assignment options are available. | By Priority: The first assignment option is taken. By Interaction: The user decides which targets should be assigned and archived. 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. |
| File Name | With the file name return type, the document is assigned based on its file name. The name of the document could contain standardized information (e.g., order number, date, or supplier) that allows the system to automatically assign it to the corresponding process. This method requires a consistent naming practice 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 find the record and correctly link the document. |
| With the email return type, the origin of the document is determined through the email address and the 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 allows for the 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 taken and transferred, and the target record is displayed here. |
| Smart Processing | Smart Processing enables the automatic recognition and further processing of incoming documents. Based on the information stored in the system, relevant content is recognized, and the document is assigned or processed appropriately without manual intervention. |
Setting Up Assignment Methods
The following section presents the configuration options for each assignment method.
In the Email Assignment Mapping, you have the option to configure various feedback configurations through multiple assignment lines, providing you with several dynamic methods. Below, all configuration options per line are explained.
| Option | Description |
|---|---|
| Mapping | First, the "Mapping" field must be filled out. Here you specify a Document Central Mapping through which the document will later be categorized and archived. 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: With this option, you can use the subject of the email to make an assignment to the target based on specific information. If the subject contains an invoice number, it can be extracted and used for automatic linking to the correct invoice. Email Address: This option allows the use of various email addresses within the received message to establish a connection to the target. This is done based on the previously defined mapping, as explained in the Mapping section. The configuration of the individual options can be found further down ⬇️ |
If you want to make the assignment based on the subject, two fields must be filled out to complete the configuration.
| Option | Description |
|---|---|
| Linking Field (Subject Field) | Indicates which field should be used to link the email with the document based on the subject information. For example, the Invoice No. field can be selected here if the subject contains an invoice number and the system should search for a document with the same number. |
| Regular Expression for Linking Field | Specifies a regular expression that will be used to extract relevant information from the email's subject. This information will then be transferred to the linking field to search for the corresponding document. 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. |
Example
In this example, we use a mapping that is connected to the Sales Invoice Table.
Application:
- An email is received with the subject:
"We hereby send you Invoice30102xF from our customer." - In the Linking Field (Subject Field), the "No." field from the Sales Invoice Table has been configured.
- In the Regular Expression for Linking Field, the expression
Invoice(\d+)has been stored.
Result:
- The regular expression extracts the invoice number "30102xF" from the subject.
- This number is stored 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.
If you want to make the assignment based on the email address, fields must be filled out to complete the configuration.
| Option | Description |
|---|---|
| Email Address Field | Select the field here where the relevant email address is stored in the respective record. The system uses this field to compare the sender's address of an incoming email and automatically determine the matching record. |
Example
In this example, we use a mapping that is connected to the Sales Invoice Table.
Application:
- An email is received.
- The system checks the sender's email address.
Result:
- The invoice is uniquely identified by the sender's address, and the system assigns the document to the correct record.
Important
Email addresses must be correctly maintained for this type of assignment. It is advisable to use the email field provided in the record.
Additional Options
| Option | Description |
|---|---|
| Default Content Type | Sets the default content type for email assignment. This will be used if no content type is specified during document import. |
| Sequence | Defines the order of processing for the email mapping. Smaller numbers are processed first. |
In the split options of the inbound list, you have various settings available to automatically separate incoming documents based on barcodes. These split functions primarily serve convenience, as barcode processing typically occurs through the import configuration. The configuration of the inbound list split options is optional and only needs to be set up if required. Below, all configuration options per line are explained.
| Option | Description |
|---|---|
| Barcode Type | Determines which barcode types the system should recognize and use for the split process. You can allow all supported types or restrict recognition to specific formats (e.g., Code128, QR Code, EAN). |
| Use Grayscale Threshold | Activates a grayscale analysis that improves the recognition quality of barcodes on low-contrast or blurry scans. This increases the reliability of automatic separation. |
| Minimum Barcode Length | Defines the minimum character length of a barcode for it to be considered in the split process. Shorter or incomplete values will be ignored to avoid misrecognition. |
| Exclude Page with Barcode | If enabled, pages containing a barcode will not be saved in the final document. This option is suitable for separator sheets or pages that serve solely to control the split process. |
| Remove Characters | Allows for the automatic removal of certain characters from the recognized barcode value, such as leading zeros, prefixes, or special characters. This facilitates further processing and prevents assignment errors. |
| Valid Regular Expression | Here, a RegEx validation can be stored to specify which barcode values are accepted. Only barcodes that match the specified structure will be considered for the split. |
| Resolution (DPI) | Specifies the resolution at which the document is processed for barcode recognition. Higher DPI values increase recognition accuracy, while lower values optimize processing speed. |
In the settings for assignment via file name, you can configure various options to automatically classify incoming documents based on their file name. These settings allow for the extraction of information from the file name for further processing. Below, all configuration options per line are explained.
| Option | Description |
|---|---|
| Mapping Code | Specifies the document library or list where the documents received through this inbound list should be stored. |
| Content Type | Determines which content type the document will be assigned to. This can relate to invoices, delivery notes, or other document types. The content type influences which business process will be applied later. |
| Use Default Content Type | Indicates whether the default content type of the selected document library should be used. – Enabled: The default content type of the linked document library is automatically adopted. – Disabled: The content type defined through field mapping within the configuration is used. |
| Separator in File Name | Specifies the separator that will be used during file name processing. This character is used to correctly extract placeholder and positional information. It is recommended to use a single, unique character as a separator, such as the underscore ("_"). |
In the record ID assignment, you can specify which report ID will be used to automatically recognize and assign incoming documents. This method is used when documents have generated a specific report known in the system, and the corresponding record ID should be used for assignment. This allows Document Inbound to automatically assign incoming files to the correct document type or business process.
For more information on setup aids and the record ID, see Setting Up the Record ID
Courier enables the secure and structured request and delivery of documents between Business Central and external users. Through a QR code generated on the record, the recipient can be specifically requested to provide certain documents. The QR code contains all relevant information, such as the recipient, the desired document type, and optional specifications for the minimum or maximum number of files to be uploaded. The validity of the QR code can also be restricted by an expiration date.
If you want to make the assignment via the record, the connection is already established by the QR code generated on the record. Since the QR code contains a unique reference to the respective record, no additional fields are required for configuration.
| Option | Description |
|---|---|
| Assignment by Report | Indicates that the document is directly assigned to the record on which the QR code was created. Since the QR code contains the unique reference to this record, no checks are required over fields or subject information. The system automatically recognizes which record the document belongs to upon upload. |
Example
In this example, we use an assignment via Record.
The QR code is generated directly on the target record (e.g., a Sales Invoice, a customer, or any other record).
This means the QR code already contains a unique reference to that specific record.
Application:
Through the Courier QR Code Creation function, a QR code is generated on the desired record.
This QR code contains all relevant information that the customer sees in the Courier App:
- Recipient – The person to whom the document request is directed
- Requested Document – The document type that the customer should provide
- Minimum/Maximum Documents – Indicates how many documents the customer may upload at least or at most
- QR Code Expiration/Expiration Date – Optional expiration date for the document request
The customer scans the QR code with the Courier App and uploads the requested documents.
These documents are then automatically transferred to the Courier Inbound List.
Since the QR code was created directly on the record, the system already knows the exact assignment.
No checks over subject or field values are necessary.
Result:
The uploaded documents are automatically assigned to the record on which the QR code was created.
This allows for a unique, error-free, and fully automated assignment – without manual input or matching logic.
If you want to make the assignment via the email address, fields must be filled out to complete the configuration.
| Option | Description |
|---|---|
| Mapping | First, the "Mapping" field must be filled out. Here you specify a Document Central Mapping through which the document will later be categorized and archived. 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 by Email | Select the field here where the relevant email address is stored in the respective record. The system uses this field to compare the sender's address of an incoming email and automatically determine the matching record. |
| Email Address Field | Select the field here where the relevant email address is stored in the respective record. The system uses this field to compare the sender's address of an incoming email and automatically determine the matching record. |
Example
In this example, we use a mapping that is connected to the Sales Invoice Table.
Application:
- An email address is provided in the Courier App
- The system checks the email address of the upload
Result:
- The invoice is uniquely identified by the sender's address, and the system assigns the document to the correct record.
Important
Email addresses must be correctly maintained for this type of assignment. It is advisable to use the email field provided in the record.
Document Central Link works similarly to the return type via the record ID. When a record is selected in Outlook, its record ID is automatically taken and transferred to Business Central. Based on this, the corresponding target record can be displayed and used directly.
More information and setup aids can be found in the section Document Central Link
Smart Processing enables the automated further processing of incoming documents without requiring additional manual steps. Based on the information stored in the system, Smart Processing recognizes relevant data in the document and automatically applies the appropriate processing or assignment. This allows documents to be classified, checked, or distributed more efficiently without users having to perform a manual assignment.
More information and setup aids can be found in the section Document Inbound Smart Processing
Package Handling
When emails (EML or MSG files) are imported into Document Inbound, the system can automatically group the email with its attachments as a package. This ensures that the email and all associated attachments are processed together as a logical unit.
What is a Package?
A package is a group of related documents that are logically linked by a package ID. For example, when an email with attachments is imported, the email itself becomes the leading document (with indentation level 0), and each attachment is added as a package member (with indentation level 1).
When working with packages, you can control how the leading document and additional package documents are handled during processing.
Allow Processing of the Leading Document
This option controls whether the leading document of a package (e.g., the email file itself) goes through processing methods such as assignment logic and Smart Processing.
If enabled: - The leading document can be assigned and processed like any other document - Assignment logic and Smart Processing are applied to both the email and the attachments - Useful when the content of the email itself is relevant and should be processed
If disabled: - Only the attachments within the package undergo processing methods (assignment, Smart Processing) - The leading document (email) is excluded from the processing logic but remains available in the inbound list - Useful when only the attachments are relevant for processing and the email serves merely as a container
Important
The leading document is always present in the inbound list, regardless of this setting. This option only controls whether the leading document goes through processing methods such as assignment or Smart Processing.
Procedure:
- Open the configuration of the inbound list
- Navigate to the Package Handling section
- Enable or disable Allow Processing of the Leading Document according to your requirements
Handling Additional Package Documents
This option defines how the system handles additional documents in a package when you process the selected document.
The following options are available:
| Option | Description |
|---|---|
| Archive Entire Package | When a document in the package is processed, all documents with the same package ID are archived together. This ensures that the email and all its attachments are always treated as a unit. |
| Archive Selected Document and Leading Document | Only the selected document and the leading document (email) are archived. Other attachments in the package remain unprocessed. |
| Archive Selected Document with Additional Attachments | The selected document is archived together with the leading document and all unclassified attachments. Already classified attachments are not included. This is useful when you want to archive relevant attachments while leaving categorized documents for separate processing. |
Procedure:
- Open the configuration of the inbound list
- Navigate to the Package Handling section
- Select the appropriate option under Handling Additional Package Documents
Best Practice
If you primarily work with emails that contain multiple relevant attachments, choose "Archive Entire Package" to ensure that nothing is overlooked. If you need more precise control, use "Archive Selected Document with Additional Attachments" to process only what is relevant.
Viewing Package Documents
When documents are imported as packages, they are displayed in a tree structure in the inbound list. The leading document appears at the top level, and associated attachments are displayed indented below.
To view all documents in a package:
- Open the Inbound Documents list
- Search for a document with a Package ID
- Click on the Package ID field or use the action View Package Files
- All associated documents in the package will be displayed
The tree structure makes it easy to see which documents belong together and ensures that package members are processed consistently.