Create a profile for incoming e-mails and their attachments

In order for the e-mails and e-mail attachments to be recognized, you must create a profile for the respective e-mail accounts. You can use the profile to process the e-mails and their attachments in detail with filters and actions.

Learn the individual steps for creating a profile with actions and filters for invoices, credit memo and e-mail attachments in this example scenario.

Let's assume you have a collective account (e-mail inbox) in your organization to which all invoices are sent. The e-mails contain the word "invoices" in the subject line by default. You also want to identify invoices and credit memos for invoices. All e-mail attachments relating to an invoice have the file format *.pdf. You would also like to map additional documents or files attached to the e-mail to an invoice. As a rule, invoices refer to these documents with the keywords "attachment" or "additional document".

You start by creating a new profile in edoc e-mail processing. In the profile, you define the criteria on the basis of which invoice e-mails and their attachments are to be recognized. All other e-mail that arrive in the collective mailbox are ignored.

To define a profile

1. Click on edoc e-mail processing in the sidebar to open the overview with the settings for e-mails.

2. Click on Profiles and then on New profile, e.g. to create a profile for recognizing invoices.

3. Enter a meaningful name for the profile in the Details section, e.g. Invoices.

4. Under E-mail account, select the name of the collective account in which the invoices are collected.

5. Activate the option Process incoming e-mails regularly. The option must be activated in order to process e-mails from the mailbox.

Next, define the filter criterion for the e-mail that are to be processed as e-mail with invoices.

To define a filter for the relevant e-mails

1. In the Filter section, select the Subject entry in the Criterion field. E-mails with invoices often have a standardized subject line. If you would like to refine the criteria further, you can also enter the e-mail address or the name of the sender or recipient, for example.

2. In the Condition field, select the Contains the value entry and enter the word from the subject line of an e-mail that identifies an invoice under Value. Example: invoice.

3. Save your settings.

Next, define the attribute for e-mails from the e-mail schema that you have defined in edoc documents.

To define the actions for processing e-mails

1. Click on Add action in the ribbon.

2. Under Source for the action, select the E-mail file type.

3. Under Scheme, select the schema that you have created in edoc documents for identifying e-mail.

4. Under Map attributes of the schema, select the E-mail ID attribute and the Scheme mapping.

5. Under Value, select the entry E-mail ID.

6. Click OK to save the settings and close the dialog.

Next, you define the actions (recognition criteria) to recognize invoices and credit memos as e-mail attachments. To ensure that invoices and credit memos can be clearly identified, you must also specify an exclusion criterion for additional documents.

To define the actions for e-mail attachments of the type "Invoices" and "Credit memo"

1. Click on Add action in the ribbon.

2. Under Source for the action, select the Attachments file type.

3. Under Scheme, select the schema Dokumenterkennung | Eingangsrechnung (document recognition | incoming invoice) or edoc invoice reader | Eingabe (edoc invoice reader | input) (in conjunction with edoc document reader (Legacy)) so that the e-mail attachments can be processed in edoc document reader (edoc invoice reader).

4. Under Map attributes of the schema, select the E-mail ID attribute and the Scheme mapping.

5. Under Value, select the entry E-mail ID.

6. Under Filter attachments, select the condition Contains one of the values (comma separated).

7. Under Value, enter the words you are looking for. Example: invoice, credit memo. The spelling must be correct, but the capitalization of words is ignored.

8. Add another line to define the file type of the e-mail attachments.

9. Under Condition, select the entry Ends up with value and enter the value .pdf.

10. Under Condition, select the entry Does NOT any of the values (comma separated).

11. Under Value, enter the relevant words to be excluded. Example: attachment, additional document. The spelling must be correct, but the capitalization of words is ignored.

12. Click OK to save the settings and close the dialog.

You have thus defined clear criteria for the e-mail and their attachments. With the filter for invoices and credit memos, you have configured the actions that edoc document reader uses to recognize and process the files.

Next, define the actions (recognition criteria) to recognize additional documents as e-mail attachments. You must now specify the criteria as exclusion criteria. With the second filter, you define clear criteria to process invoices and credit memos separately from additional documents.

To define the actions for e-mail attachments of the type "Additional document"

1. Click on Add action in the ribbon.

2. Under Source for the action, select the Attachments file type.

3. Under Scheme, select the schema Eingangsrechnung | Zusatzdokumente (incoming invoice | additional documents) so that these e-mail attachments can be collected in a collective mailbox for additional documents.

4. Under Map attributes of the schema, select the E-mail ID attribute and the Scheme mapping.

5. Under Value, select the entry E-mail ID.

6. Under Filter attachments, select the condition Does NOT any of the values (comma separated).

7. Under Value, enter the relevant words to be excluded. Example: invoice, credit memo. The spelling must be correct, but the capitalization of words is ignored.

8. Add another line to specify the words that define the additional documents.

9. Under Condition, select the entry Contains one of the values (comma separated) and enter the corresponding words under Value. Example: attachment, additional document. The spelling must be correct, but the capitalization of words is ignored.

10. Click OK to save the settings and close the dialog.

With this action, you have defined that the function for additional documents is available to your users in the capture form for the invoice.