Importing emails and attachments

NOTE This page has been machine translated and will be post-edited at a later stage. Original instructions can be found in Slovenian.

You can import e-mails and attachments from a dedicated mailbox email - into eDocumentation.

This way, you no longer have to store email attachments, torture ourselves with printing and filing them in binders, and then manually posting them.

The entire process is controlled by eWorkflow, which ensures that the content of the email and any attached documents are transferred to the documentation via the eDocumentation. The mailbox and the eWorkflow must first be downloaded via Complete Servicesinto the codebook.

For the latter, appropriate settings must be defined.

In this section, we will show you an example of importing e-mail into eDocumentation.

WARNING In order to use the eDocumentation service, as in the example, it must first be activated and its settings must be arranged. The import process shown in the example is the same regardless of the eDocumentation service selected.

CASE SUMMARY In the administration, the responsible person wants to import the documents received from the email into eDocumentation. This is done by following the steps below: POP incoming server settings Import of mailbox and eWorkflow – Import of e-mails into eDocumentation via Web Service Mailbox settings – Importing emails Email block settings in DMS Import email to eDocumentation Viewing imported emails

1. Incoming POP server settings

WARNING Setting up the POP incoming server to receive and send emails in PANTHEON is a one-time process. If you have already done this, you can skip this step.

To receive and send emails in PANTHEON, you need to edit the settings for communication with the mail server: POP incoming server (as you can see in the example below):

HINT To use Google for business, follow the instructions and information on this page. To create a Google Account, follow the instructions HERE. For more details on settings, see Internet and POP Protocol settings for your email client.

The person responsible will be placed in the Admin Console to edit the settings. Select the menu Settings | Programme | Administrator Console. From the menu, select the Settings | Internet panel, where on the Servers in the POP3 Incoming Server section, edit the following settings:

2. Import of mailbox and eWorkflow – Import of e-mails into eDocumentation via Web Service

WARNING The import of Developer and eWorkflow – Importing emails into eDoc via Web Services is a one-off process.The import of the Email into eDoc is a one-off process. If you have already done this, you can skip this step.

The import of e-mails is controlled by eWorkflow. The exchange of mail is done via the corresponding Mailbox.

The person responsible must:

• Import a pre-prepared eWorkflow: Import an email into the eDocumentation The latter is imported via the Web Service into the codebook.
• Edit Inbox: Accept Email. Import it via the Web Service into the codebook.

Mailbox settings – Importing emails

WARNING Setting up your Inbox – Receiving an email is a one-time process. If you have already done this, you can skip this step.

In the Admin Panel, in the Settings | Documentation | Mailboxes menu, define Settings for Mailbox - Receive Email:

• Title: Email import (can be changed at will)
• Classification: Not classified
• Login: dldokumentmail.com

4. Email block settings in DMS

WARNING Setting up the Email block in the DMS is a one-off process. If you have already done this, you can skip this step.

In the fourth step, the person responsible edits the settings of the eWorkflow or eMail block. This is done by:

• Opens the Business Process Mapping form by clicking in the Settings | Documentation | Workflow Design.
• Then search for the eWorkflow you want: Import emails to eDoc.

Double-click on the block and set the settings:

• in the Mail server type field, select Use mailbox settings
• selects Default - Import emails
• under POP3 Server Settings enter the appropriate settings for the POP3 mailbox
• in the DMS Archive field, select DVH0
• in the Classification field, select the appropriate classification 250 - Invoices (received, issued, internal) and documentation for their production.

5. Importing emails into eDocumentation

It continues importing the emails received on the Documents form. She is assisted by a pre-prepared eWorkflow Email Import into eDocumentation, which she accesses by:

• In the toolbar, click the button (Import/Image Data).
• From the drop-down menu, select Import ePosts to eDocumentation.

• The software returns information about the completion of the document import activity. In our case it prints: 'FW finished'.
• It clicks on the Acknowledge button and continues with the review of the documents received in eDocumentation.

HINT eWorkflow Import e-mails into eDocumentation imports e-mails that have a status of Unread in your inbox. Both the mail message and the attachments are stored as document files in eDocumentation.

6. Overview of imported emails

In the last step, it wants to check the list of imported documents in eDocumentation.

It filters the list of documents by funnel. This limits the display to data from the mailbox: email import.

The detailed procedure for further filtering and sorting of the document list is described in Document Search.