We want Rossum to be your universal Document Gateway – send in anything, Rossum will know what to do with it. That said, out of the box Rossum can digest and process various document types and file types which come as attachments of your emails but maybe not all emails and all the attachments you really want to process.
There are rules for Attachment filtering right in Rossum (such as filter out images smaller than 100 x 100 px) but in case you want to tweak it further to types of documents you receive, we brought you the Advanced Email Filtering function in Rossum Store.
With this extension you can you can filter out documents from incoming emails based on the following rules:
- Email subject contains a specific text
- Email content contains a specific text
- Type of document (for instance filter out all but invoices)
- Number of pages in the document (min/max)
- Document dimensions (height/width)
- Document filename contains a specific text
What does it actually mean? You will still see the email in your Rossum Email Dashboard but the attachments which are filtered out by your rules will not get processed by Rossum. This way you can also save on using Rossum as you will not process unnecessary documents and therefore they will not be added to your Rossum billing.
You can set up the extension in 3 simple steps:
- Activate Advanced Email Filtering function from Rossum Store
- Specify the queue(s) on which you want the filtering to be used
- Optionally you can customize the filtering rules to your needs
Watch the video guide below or read on.
Step 1: Activate Advanced Email Filtering function from Rossum Store
In order to activate Advanced Email Filtering function, go to Rossum Store:
- On your Dashboard click the Settings button (the gear icon).
- Then in the left column click “Extensions”.
- In the Rossum Store section you will either already see “Advanced Email Filtering” or click “See all”.
- Click the “Advanced Email Filtering” extension tile.
- Click “Try extension”.
Step 2: Specify the queue(s) on which you want the filtering to be used
You should now be in the “Rossum Store extension settings”. Scroll down to “Queues” and select the queue(s) where you receive documents and want these rules to apply.
Step 3: Customize the filtering rules to your needs
On the “Rossum Store extensions settings” screen you can scroll down to “Configuration” and see here parameters in JSON which you can edit to your needs. You will probably need to do this as this configuration is very company specific. Alternatively, if you have managed services, you can ask our support team to help you with that.
|Parameter name||Description||Supported values|
|Document size||Specify the minimum width and height in pixels which should have the allowed incoming document. Anything less than that will be filtered out.||Number (integer)|
|Document length||Minimum and maximum pages a document should have in order to be accepted. Anything below the minimum and above the maximum is filtered out.||Number (integer)|
|Accepted mime types||Specify the mime types which should be accepted (such as PDF, PNG, XLSX). File types not stated here will be filtered out.||Any mime type (see the list of Rossum accepted mime types)|
|Subject ignore patterns||Use regular expressions to specify what kind of text patterns are illegal to your workflow. If an incoming email has a subject containing any text pattern stated here, all its attachments will be filtered out.||Any regex rule|
|Filename ignore patterns||Use regular expressions to specify what kind of text patterns are illegal to your workflow. If an incoming file has a name containing any text pattern stated here, it will be filtered out.||Any regex rule|
|Email content ignore patterns||Use regular expressions to specify what kind of text patterns are illegal to your workflow. If an incoming email’s body contains any text pattern stated here, all its attachments will be filtered out.||Any regex rule|
Try it out!
In order to try out the extension, simply send an email with attachments to your incoming documents queue, try something you permitted and something you forbid using the rules and see how it gets filtered.
Tweaking the function
Our functions in Rossum Store are intended not just to help you solve your business challenges but also to inspire you to create your own functions! That’s why we allow you to view their code and copy it to your own function.
The only other thing you need to set up is the Triggered events which should be “Email – Received”.
If you only need to filter out documents by mime type
If you need a simple document filtering by mime type and no other custom logic is needed, you can just set the list of allowed mime types on a Queue as explained here.