Skip to content

Setting up Email Accounts

Document Inbound allows users to use and create email addresses in Business Central. The email addresses are used for the import of documents and the imported documents are splitted depending on the created configuration.

Info

If you open the email list and there is no document inbound group yet, it will be created via a query.

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.

Synchronize Email Accounts from the Document Inboud Group

The following steps need to be completed to synchronize all email users and email adresses.

  1. Click on Email in the ribbon bar and execute the action Email List.
  2. Execute the action Synchronize Emails from Group in the ribbon bar to synchronize all of the email users and email adresses.
  3. All email users and email adresses are now synchronized from the Document Inbound Group.

See also