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Configuring Inboxes and Mailbox Settings

Zudello allows you to configure dedicated email addresses (inboxes) where suppliers, customers, or employees can send documents directly into the system for processing. Properly configuring these inboxes ensures documents are routed correctly and efficiently captured.

Use Cases​

  • AP Inbox: A dedicated email address (e.g., invoices@yourcompany.zudello.com) for suppliers to send their invoices.
  • Sales Inbox: An address (e.g., orders@yourcompany.zudello.com) for customers to send their purchase orders.
  • Expenses Inbox: An address for employees to forward receipts for expense claims.
  • Specific Supplier/Customer Inboxes: Unique addresses for high-volume partners if needed.

Configuring Inboxes​

  1. Navigate to Settings: Access the Zudello settings area, typically under Administration, Organisation Settings, or a dedicated Inboxes or Mailboxes section.
  2. View Existing Inboxes: Review the list of currently configured inboxes. Each inbox usually has a unique email address generated by Zudello.
  3. Create New Inbox (If Necessary): If you need a new dedicated inbox (e.g., for a new document type or workflow), use the "Create" or "Add Inbox" option.
    • Name: Give the inbox a descriptive name (e.g., "AP Invoices", "Customer Orders").
    • Assign Default Properties: You can often assign default properties to documents arriving in a specific inbox, such as:
      • Default Module/Submodule: (e.g., Purchasing > Invoices, Sales > Sales Orders).
      • Default Document Type: (e.g., Invoice, Purchase Order, Receipt).
      • Default Status: (e.g., Draft, Received).
      • Default Assignee/Group: Route documents to a specific user or team.
    • Email Address: Zudello will typically generate the unique email address for this inbox. Note this address down to provide to relevant parties.
  4. Configure Inbox Settings: Select an existing inbox to modify its settings.
    • Update Default Properties: Change the default module, document type, status, or assignee as needed.
    • Processing Rules: Configure specific rules for the inbox, such as:
      • Attachment Handling: Specify whether to process only attachments, the email body, or both. Define allowed file types (e.g., PDF, JPG, PNG).
      • Sender Validation: Optionally restrict processing to emails from known supplier/customer email domains or specific addresses.
      • Subject Line Parsing: Set up rules to extract information (like PO numbers) directly from the email subject line.
    • Activation Status: Enable or disable the inbox.
  5. Save Changes: Ensure any modifications are saved.
  6. Communicate Addresses: Distribute the relevant inbox email addresses to your suppliers, customers, or employees with instructions on how to use them.

Mailbox Forwarding (Alternative Setup)​

Instead of using Zudello-generated addresses, you might configure your existing company email addresses (e.g., accounts@yourcompany.com) to automatically forward relevant emails to a specific Zudello inbox address. This setup is done within your company's email system (e.g., Microsoft 365, Google Workspace) and requires configuring forwarding rules there.

Best practices​

  • Use Descriptive Names: Clearly name your inboxes for easy identification (e.g., "Supplier Invoices - AU", "Customer POs - US").
  • Set Sensible Defaults: Assigning default modules, document types, and statuses significantly speeds up initial processing.
  • Configure Sender Validation: If possible, restrict processing to known senders to reduce spam or incorrectly routed documents.
  • Monitor Regularly: Periodically check the inboxes within Zudello for any emails that failed processing and investigate the reasons.
  • Clear Communication: Provide clear instructions to senders on which email address to use for which document type and any specific requirements (e.g., sending one invoice per email).

Properly configured inboxes are key to automating the first step of document capture in Zudello.

Need help?​

If you need assistance setting up inboxes, configuring forwarding, or troubleshooting email processing issues, contact your organisation administrator or Zudello support.