This guide shows the complete path: from an incoming email to a structured, searchable and audit-proof file. Each step links to the detailed guide.
1. Connect the mailbox
Choose the right connection type (Microsoft 365, Gmail, Exchange or IMAP/POP3) – overview: Mail providers & connectors. Setting it up in the project is described in Synchronising Mails. For audit-proof archiving use a journal mailbox.
2. Assign mails to the right files automatically
Create rules so incoming mails are assigned to the matching file automatically: Mail assignment settings. How sorting works is shown in Sorting Mails into files.
3. File attachments automatically
Have attachments stored automatically as documents in the file: Sorting Mail Attachments Automatically.
4. Make content searchable
Enable OCR so scanned attachments are found by full text too.
5. Follow-up
Create a task or an appointment directly from a mail to capture deadlines and to-dos.
Result: an incoming mail automatically becomes a properly assigned, searchable and audit-proof archived file – without manual filing.