Configuring e-mail import in SoftExpert Document
 |
 |
Prerequisite
- Access to the SoftExpert Document > Configuration > E-mail import (DC036) menu.
Introduction
SoftExpert Suite allows for configuring the capture of e-mails sent to a certain account, with their respective attachments, and creating documents from them.
See how to configure an e-mail import:
Configuring an e-mail import
1. Access the SoftExpert Document > Configuration > E-mail import (DC036) menu.
2. Click on the 
button.
3. Enter an ID # and a name for the scheduling.
4. Follow the steps from the video below to configure the information:
Although there are some differences, e-mail import configurations are similar to the configurations of the other scheduling records in the system. In the video below, you will learn how to configure a scheduling; the steps shown in it can be replicated in the General tab for the creation of an e-mail import in the SoftExpert Document > Configuration > E-mail import (DC036) menu.
Frequency and recurrence configurations
General
Frequency: select how often the scheduling will be executed.
- No recurrence: the scheduling will be executed only once, that is, it will not repeat.
-
Hour(s)/Minute(s): the scheduling will be executed at intervals of hours or minutes. Enter the desired interval in the every _ hh:mm field. For example: every 01:15, every 00:30, every 03:00, etc.
It is not possible to select a period shorter than 15 minutes for the scheduling.
- Daily: the scheduling will be executed at intervals of days. Enter the desired interval in the every _ day(s), field. For example: every 2 days, every 5 days, etc.
- Weekly: the scheduling will be executed on specific days of the week. In the Week days field, check the days on which the scheduling must be executed. For example: every Monday, Wednesday, and Friday.
- Monthly: the scheduling will be executed in certain months of the year. In the Months field, check the desired months in which the scheduling must be executed. For example: March, June, September, and November.
End of recurrence: select how the scheduling execution will end.
- No end date: the scheduling execution recurrence will have no defined end.
- Ends after: the scheduling execution ends after a certain number of occurrences. In the Occurrences field, enter the limit number of occurrences for the scheduling execution.
- Ends on: the scheduling execution ends on a certain date. In the Date field, select the day, month, and year when the scheduling execution will end.
If the Delete after finishing scheduling option is not checked, the scheduling record will not be deleted after its execution ends and will be shown on the list of records.
5. In the Configuration tab, fill in the following fields:
- Protocol: insert the communication protocol for the server of the account that will have e-mails captured.
- E-mail server: insert the address for the server of the account that will have e-mails captured.
- Port: insert the port for the server of the account that will have e-mails captured.
- Record user: select the user responsible for the documents that will be created from the captured e-mails.
- Category: select the category in which the documents generated from the captured e-mails will be created.
- User: insert the user for the account that will have e-mails captured.
- Password: insert the user password for the account that will have e-mails captured.
6. Click on the 
button.
• Once the scheduling is executed and the e-mails are captured afterwards, the senders who e-mailed the account will receive an e-mail notification with information about the created document. To receive this notification, the sender does not need to be a registered SoftExpert Suite user.
• Depending on the upload security configurations set in the Configuration > System (CM006) menu of SoftExpert Configuration, some file extensions may be blocked for upload, or only some extensions will be allowed for it. In order for the e-mail import to be completed successfully, the .eml extension must be allowed.
• The content of the captured e-mail will be converted to PDF and will be made available as an electronic file of the created document. If the captured e-mail has attachments in the TIF, TIFF, PPT, DOC, XLS, RTF, ODT, ODS, JPG, JPEG, ODP, TXT, EML, HTML, or HTM format, they will be converted to PDF with the e-mail content. If the user uses CorelDRAW, the AI, OS, EPS, CMX, CDR, and VSD formats will be converted to PDF as well.
• The documents generated through the e-mail capture can be viewed from the Document (DC010) menu. The document data sent along with the notification can be inserted in search filters, which makes it easier to locate them.
Conclusion
The execution follows the recurrence frequency configured in the General tab.
Upon saving the record for the first time, the system will verify the account and capture the e-mails, in accordance with the configurations that have been set. Click here and learn how to test the e-mail capture resource.