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Automatically track emails arriving in your corporate accounts and easily turn them into workflows.
Request, complaint or application: every email arriving at your company addresses lands in a list in Documenos®, is seen by the person responsible and becomes a recorded piece of work.
A background service reads your mailboxes at the intervals you set; the same email is never fetched twice.
The email is saved with all its attachments to the "Incoming Emails" list; the screens of those responsible refresh instantly.
The person responsible previews the email and its attachments and decides which template to process it with.
With one click it becomes a document or a started workflow, and the approval chain runs from there.
Connect to your corporate mail server via IMAP or POP3 and choose the server, port and authentication type.
With SSL and STARTTLS options, connections are established over TLS 1.2 / 1.3.
Verify with one click that the mailbox can be reached before saving the settings.
As many addresses per company as you need, each with its own check interval set in minutes.
With IMAP, only unread emails are fetched and then marked as read on the server; emails on the server are neither moved nor deleted. Each mailbox is assigned to the departments, groups and users who will review and process its emails.
Define multiple templates for each mailbox; the person responsible picks the one that fits the email.
A document is created with the selected form template. The email's subject, sender address and body are written into the form fields you specify, and attachments are added to the document. The owning department and approval chain come from the template or are set separately; the document number and PDF are generated automatically.
The selected workflow starts from its first step with the sender, subject and body. The workflow's triggers run, and assignees receive their usual notifications.
To get started quickly, the form templates also include the "Request Received by Email Form" (FRM-072).
Emails don't turn into documents on their own; an authorised person sees and processes each one. You can ignore unnecessary emails (no longer relevant, request withdrawn) or delete them (spam, missing information, unrelated). The status of multiple emails can be changed at once.
Preview the email and its attachments in the browser, and download all attachments at once.
Full-text search across date, sender, subject, recipient and email body.
Viewing and editing settings, and viewing and acting on all mailboxes, are granted through separate permissions.
