Overview
Documents can be sent by email to an Outlook, O365 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
How to
Start by creating a new import profile
As a location choose Email (Office 365 or IMAP), the destination is SuperOffice CRM
Note: Next to O365 accounts a free outlook.com account can also be used. IMAP enabled inboxes can also be used.
IMAP
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.
“Less secure apps access“ must be enabled: https://support.google.com/accounts/answer/6010255
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
In any case, check the troobleshooting guide: https://support.google.com/mail/answer/7126229?hl=en-GB#zippy=%2Ci-cant-sign-in-to-my-email-client
Known issues
Special characters & and ! are not properly supported by Gmail in the email subject and their use should be avoided. https://stackoverflow.com/questions/9589583/imap-search-header-command-failing-when-search-text-contains-exclamation-mark
In the next step you have to connect to your email inbox and specify the Data location.
Subject contains: Fill in the subject of the email containing the document(s). This setting is case sensative!
Attachment name: For every import, you must send one email with the documents to import and a file that contains the metadata of each document. The name of the metadata file attachment to import including the file extension needs to be filled in in the Attachment name field. Below an example of such a file.
Skip job if email is missing: Skip the job without error if the email is not found in the inbox
Go through the Profile wizard, add transformations if need be, map the fields and next go to the Destination settings to add document import settings
Field: Select the field from your metadata file
File Path Format: Leave empty if the selected field already contains the file name. In the example we have already filled in the filenames including the extension.
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.
Option 1 The email should contain the document(s) and the metadata file.
Option 2 You can also add the documents in a zip file and send it together with the metadata file. In that case you must specify the zip file also in the filename in the metadata file
So file name will now like like this:
Option 3 Send all files (documents and metadatafile) in a zip file. In this case you must change the Attachment name in the profile - configure profile setting
