Import email to eDocumentation (Email to DMS)

The predefined eWorkflow Import email to eDocumentation is used to import the content of the email, as well as any attachments, via the Mailbox into the eDocumentation and classify them accordingly.

Using this predefined eWorkflow , you don not need to print, scan and import emails, because the eWorkflow automates the process of receiving emails into eDocumentation.

HINT To import the eWorkflow, follow the procedure described in Transferring eWorkflow via PANTHEON Web Service.

In addition to the starting and end point, the eWorkflow consists of a single essential step (block): Email to DMS.

For the eWorkflow to work properly, it is necessary to define a set of settings that will be used to import the emails and any attachments into eDocumentation:

WARNING For detailed settings for the POP3 incoming server, see the chapter Setting up email for eWorkflows.

1. Importing and setting up the mailbox

The exchange of emails takes place via the Mailbox Receive email, which:

• needs to be imported into the Mailboxes register using the Web Service;
• must have proper settings configured.

WARNING Importing the Mailbox Receive email using the Web Service is a one-time process. If you have already done this, you can skip this step.

HINT For example, an accounting service that receives its customer's invoices for posting or processing by e-mail, can specify the classification 250 – Invoices and documentation for their preparation in the Classification field.

2. Logging in to the email server

HINT For detailed settings for the POP3 incoming server, see the chapter Setting up email for eWorkflows.

On the Mailboxes form, double-click the Login field. This opens the Logins window, which allows you to connect your Mailbox to an email server. To create a new login, click the (Insert record) button.

In the Username and Password fields, enter the credentials you have generated when creating your email account (e.g. login details for the created Gmail email account).

Assign the corresponding user rights and click the (Post edit) button.

3. Defining the Email to DMS block settings

WARNING Defining the Email to DMS block settings is a one-time process. If you have already done this, you can skip this step.

Next, you need to edit the settings of the eWorkflow block Email to DMS.

• For this purpose, you need to open the Workflow Design form from the menu Settings | Documentation | Workflow Design.
• Then, search for the desired eWorkflow: Import email to eDocumentation.
• Double-clicking the Email to DMS block opens the form for editing the block settings.

The form enables you to define:

• POP3 server settings;
• settings related to DMS document data.

The latter allow some data to be automatically populated when email is imported into eDocumentation.

• In the Title field, enter the text: "Received by email", which means that the documents created in eDocumentation will have the defined title when imported from email.
• Subject – Select the desired subject from the drop-down list. In this case: "Pecunia, Plc." is selected, because the dedicated mailbox (i.e. the mailbox from which emails are imported into eDocumentation) will receive emails from the Pecunia accounting service. For this purpose, the name of the subject will be added to the document upon import.
• From the drop-down list in the DMS archive field, select the type of document for the archive in which you want documents to be created when importing from email to eDocumentation. In this case, the selected archive is: DVH0 – Import/receiving documentation.

The settings are saved by clicking the (OK) button.

4. Setting up the email server communication

To receive and send emails in PANTHEON, you need to define the settings for communication with the email server.