Add an action to a profile (e-mail and attachments)

After you have established the connection to an e-mail account, activated the schema for e-mails with the attribute ID email_id as a mandatory field in edoc documents and specified the first filters, you can add actions to the profile.

First select the file that edoc e-mail processing should recognize and process: E-mail and Attachments. Then map the attribute for recognizing the e-mails and, for attachments, also define a filter to uniquely identify the attachments.

Assume that you are already in the profile that you want to edit. If you want to edit an existing profile, click on Edit profile in the profile overview to open the selected profile.

First, define for edoc e-mail processing that only e-mails are to be processed.

Here's how

1. Click on Add action in the ribbon.

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

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

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.

You have thus specified that e-mails can be processed as files by edoc e-mail processing.

Next, proceed in a similar way for e-mail attachments. However, you need to enter a few more specifications. The conditions that you specify for the automated detection in the filter of the action are AND links: Define including and excluding criteria for the filters.

Here's how

1. Click on Add action in the ribbon.

2. Under Source for the action, select the Attachments entry.

3. Under Scheme, select the edoc invoice reader | Eingabe schema (edoc invoice reader | input), for example, so that the e-mail attachments, e.g. invoices, can be processed by the OCR service 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, enter at least two conditions as the type:

   1. Under Condition, select the entry Contains one of the values (comma separated) and enter the value e.g. invoice, credit memo. Upper/lower case is ignored. This condition is used to process e-mail attachments that contain the keywords "invoice" and "credit memo".

   2. Add another line, enter the entry Ends up with value under Condition and the entry .pdf under Value. All e-mail attachments that you receive as a PDF file and contain one of the specified keywords (e.g. invoice, credit memo) will be recognized.

   3. If you add another line, enter the entry Does NOT any of the values (comma separated) under Condition and the entry attachment, additional document under Value. In this way, you ensure that documents with the keyword "invoice" or "credit memo" are always uniquely identified and therefore processed. Upper/lower case is ignored.

In order for documents to be recognized that you receive as additional documents, e.g. for an invoice or a credit memo, you must create an additional action. In the action, you define a new schema and the condition that excludes the keywords "invoice" and "credit memo" and automatically recognizes additional documents for an invoice.

Here's how

1. Click on Add action in the ribbon.

2. Under Source for the action, select the Attachments entry.

3. Under Scheme, select the schema Eingangsrechnung | Zusatzdokumente (incoming invoice | additional documents), for example, so that the e-mail attachments can be processed as 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. Enter at least two conditions under Filter attachments:

   1. If you add another line, enter the entry Does NOT any of the values (comma separated) under Condition and the entry invoice, credit memo under Value, for example. In this way, you ensure that documents with the keyword "invoice" or "credit memo" are always clearly identified and are not processed as an additional document in this case. Capitalization is ignored.

   2. If you add another line, enter the entry Contains one of the values (comma separated) under Condition and the entry attachment, additional document under Value, for example. In this way, you ensure that documents with the keyword "attachment" or "additional document" are always clearly identified and therefore processed as additional documents. Upper/lower case is ignored.

You have thus created a comprehensive filter function that clearly identifies invoices and credit memos on the one hand and additional documents on the other. With the filter, the additional documents are always assigned to the corresponding documents that may be in a workflow. The additional documents that you have defined with the filter are never sent to an OCR service.