Overview
Documents can be sent by email to an Outlook, Microsoft 365 and IMAP inbox. DataBridge can be setup to be able to import these documents.
Note: This feature is behind a feature toggle. If you want to use this option, please send a request to support@infobridge.com
Prerequisites
The following prerequisites are required before you follow the steps below.
A (demo) subscription of DataBridge. To sign up, follow this URL: https://my-databridge.infobridgeuniverse.com/Account/SignUp
SuperOffice CRM login credentials (with administrator rights)
Microsoft 365/Outlook or IMAP inbox credentials - to be used to send the documents to
One or more documents to import
A Manifest file. This is the file that contains the metadata (i.e. file names) needed to import other attachments as documents into SuperOffice.
All the details and possible working and non working scenarios
The manifest file
This is the file that contains the metadata (i.e. file names) needed to import other attachments as documents into SuperOffice. This is set up in exactly the same way as a normal email import using “Subject Contains” and “Attachment Name”.
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MyManifest.xlsx is just an example name, any file name and type supported by Databridge can be used.
Files to be imported
File names are listed in the manifest file. If these names do not include a zip part then Databridge will look for attachments on the same email that match the names and these will be imported. If a matching file cannot be found on this message then no document will be imported for this row.
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Note: Source files can also be retrieved from a nested folder in a zip attachment.
Possible working scenarios
Here are some possible examples of how this functionality might be used. The options provided in the middle two columns are not exhaustive, with wildcards there are many ways of ensuring you get just what you need.
| Attachments | Attachment name setting | Manifest contents | Remarks |
No zips | MyManifest.xlsx Doc1.txt Doc2.doc | MyManifest.xlsx or *.xlsx | Doc1.txt Doc2.doc |
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All in one zip | MyZip.zip | MyZip.zip/MyManifest.xlsx or *.zip/MyManifest.xlsx or *.zip/*.xlsx | MyZip.zip/Doc1.txt MyZip.zip/Doc2.doc Or *.zip/*.txt *.zip/*.doc | Since we have only one zip file and all the content files have unique extensions we can afford to be very non specific with our file locations |
Multiple zips | Manifest.zip Doc1.zip Doc2.zip | Manifest.zip/MyManifest.xlsx or Manifest.zip/*.xlsx | Doc1.zip/Doc1.txt Doc2.zip/Doc2.doc Or Doc1.zip/*.txt Doc2.zip/*.doc Or *1.zip/Doc1.txt *2.zip/Doc2.doc | If there are multiple zip files then always make sure that file locations are specific enough to find the first one |
Mixed files | MyManifest.xlsx Doc1.zip Doc2.doc | MyManifest.xlsx or *.xlsx | Doc1.zip/Doc1.txt Doc2.doc Or *.zip/*.txt *.doc | Any combination of zipped and non-zipped files can be used as long as all locations are correctly specified. |
‘Non-working’ scenarios
Below are some examples of scenarios which may not work the way the user expects. All can be fixed by being more specific with file locations.
| Attachments | Attachment name setting | Manifest contents | Remarks |
Manifest not well defined | Manifest.xlsx Doc1.xlsx Doc2.xslx | *.xlsx | Doc1.xlsx Doc2.xlsx | Databridge may try to use one of the other xlsx files as the manifest. If so, the job will fail. |
Document zip files not well defined | Manifest. xlsx Doc1.zip Doc2.zip | MyManifest.xlsx or *.xlsx | *.zip/Doc1.txt *.zip/Doc2.doc | Databridge will always attempt to use the first matching zip file.
In this case it might find Doc1.zip first. Doc1.zip/Doc1.txt will be correctly imported. Doc1.zip/Doc2.doc does not exist so this row will fail.
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Multiple rows point to same file | Manifest.xlsx Doc1.txt Doc2.txt | MyManifest.xlsx or *.xlsx | Doc?.txt Doc?.txt | Each row will find the same file first. Rather than both txt files being imported, both rows will try to import the same file. The results of this will depend on the profile settings for handling duplicates. |
How to
Start by creating a new import profile in DataBridge.
As a location choose Email (Microsoft 365 or IMAP), the destination is SuperOffice CRM
Note: Next to Microsoft 365 accounts a free outlook.com account can also be used. IMAP enabled inboxes can also be used.
IMAP
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IMAP settings (hostname, port, requires SSL) can easily be found online for popular email providers. For private email servers, like Microsoft Exchange Server, the sysadmin should be able to provide these settings. IMAP must be enabled. Depending on the email provider, it may or may not be enabled by default. Gmail has extra layers of security. Gmail might still block the connection in spite of this setting being enabled, and require the following extra step from users: https://accounts.google.com/b/0/DisplayUnlockCaptcha Known issuesSpecial characters |
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Document unavailable action: Select what to do when the document is unavailable.
Options for sending the documents
You can send an email to the mailbox connected in the DataBridge profile.
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