From this article you will learn:
- What is Email Inbox in Rossum
- How to set up Email Inbox
- How to send emails to your Rossum’s Email Inbox and process them in Rossum
What is Email Inbox in Rossum?
Our intelligent email inbox is the easiest way your vendors and customers can send documents to Rossum. The following are the benefits of using Rossum’s email inbox:
- Easy and direct document transfer from vendors
- Rejecting documents in Rossum with an email notification sent directly to the sender’s email address
- Filtering of documents processed from emails
- The possibility to auto-reply to specific emails
- The option to send personalized responses and/or forward emails to vendors
Watch this short video to learn how you can use Email Inbox and make Rossum your communication hub:
If you don’t need Rossum’s email inbox in your workflow, you can upload documents manually or via the API.
Setting up email inbox
Each queue has its own email inbox. Open it by going to a specific queue’s Settings and selecting the Email tab.
In several option sections, you can tailor it to your specific requirements.
Here you will see the queue’s email address and customizable email prefix.
Sender allowlist and denylist
In this section, you can use wildcard characters such as ? or * to create a smart pattern matching. It will block or allow email addresses or senders from specific domains. Example:
firstname.lastname@example.org or *@gmail.com
Smart email automation
This section includes several features you can customize to meet your specific needs. You will save time by using Rossum’s email automatic processing rules.
- Attachment filtering
This option allows users to filter out irrelevant attachments such as company logos and other images in the email. When you click on the “Filtering rules” button, you will see you can filter attachments by resolution, size, file type, and/or file name. The settings are pre-filled with recommended inputs, and the feature is enabled by default.
You can also check our Advanced Email Filtering extension if you want to tweak it further.
- Notify the sender of emails without processable attachments
When your vendors forget to attach documents, Rossum can automatically reject such emails and send an automatic email notification to them.
- Email templates
This option allows you to create automation rules for saved email templates.
As you can see, we have already added three editable templates. If you enable them, Rossum will send an automatic message when the status of an annotation changes (confirmed, exported, received).
You also have the option to add a custom email template. It may be helpful if, for example, you want to automatically reject invoices with missing PO numbers or documents with missing required fields.
Click the “Create a new template” button to add one. In the edit window, you can add Name, Subject, Message, and a few other options for this new template. Rossum will send emails to your vendors automatically based on one of the following triggers:
Please keep in mind that this feature is only available for paid accounts.
You or other users in the organization may reject a document. In this case, Rossum will email the sender informing them that the document has been rejected, along with a custom note you can include.
- Manual rejections
If you activate this option, your annotators will see the feature and be able to reject documents. It also enables the Rejected tab in the dashboard.
- Create a new rejection template
If you frequently reject various documents and need a custom rejection note, you can create a template and set it as an automatic response based on a trigger. Please note that this is only possible with a paid account.
You can learn more about rejecting documents in this article.
How to send emails to your Email Inbox and process them in Rossum
You must first know the queue’s unique email address to start using the email inbox. You will find it directly beneath the queue’s name or in the queue’s Settings -> Emails -> General section.
After you’ve completed the setup, copy the email inbox address and share it with your vendors, who can then send invoices directly to the selected queue.
Processing documents from email
You can quickly identify the documents processed by the intelligent email inbox as they have an envelope icon in the document dashboard. If you click on it, you will see the email thread in which Rossum processed the document. You can check email metadata such as sender, timestamp, content, and a list of all other documents attached to the same email.
The entire email thread, including outgoing emails, is another feature available in the sidebar. You can display not only the emails that have been sent to your queue’s inbox, but also the notification that Rossum sent to the email’s sender.
And if you click the Reply button, you can send a message to the sender or forward the entire message to someone else.
So, as you can see, Rossum can become your document communication center.