The reality of e-mail communication can be very complex. Customers and vendors usually send you standardized e-mails with business documents attached.
Each organization may have its own standards for the subject, its own naming conventions to identify attached documents. These e-mail are often sent to a collective mailbox.
In order to create suitable and unique filters and actions for processing e-mail and their attachments for each use case, profiles serve as a logical bracket for each use case.
By creating a profile, you can filter e-mails specifically and precisely, e.g. based on the subject or e-mail address of a sender, and define corresponding processing actions.
Before setting up a profile, get together with the responsible persons in your organization to determine the specific conditions and criteria for the filters and actions.
To create a profile, you need an e-mail account and the connection details to your e-mail server.
In the profile details, you use filters to define the criteria for recognizing e-mail and attachments. You will find a number of formulated standard conditions that you can select to identify e-mail based on the subject line, the sender or the names of attached files, for example. You can create multiple filters for your use cases. The filters function as an OR link.
The filters are used by edoc e-mail processing in the first step to recognize the specified criteria. If one of the specified criteria is met, the recognized files are processed based on the actions you have specified.
You can use the actions to define how e-mail attachments are handled, for example, based on criteria and conditions. You can use the actions to define exactly when, for example, an attachment is an invoice that must be sent for optical character recognition (OCR) and when the attachment is an additional document to an invoice. The additional document is not forwarded to optical character recognition, but is automatically linked to the corresponding invoice.
The combination of different conditions as AND links in the actions allows you to create a clear definition.