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Forwarding Emails to Essal Office

If your organisation has an email import inbox configured, you can send or forward any email with attachments to that address. Essal Office will process the email and import the attached documents into your archive automatically.

How It Works

  1. You receive an invoice, statement, or other document by email
  2. You forward the email — or the original sender's email — to your organisation's designated import address (e.g. archive@yourcompany.com)
  3. Essal Office picks up the email on its next check cycle (typically within minutes)
  4. The attachment is imported as a document and any matching mail rules assign metadata

Getting the Import Address

Ask your Essal Office administrator for the designated import email address. This is the address configured under Administration > Mail Accounts.

What to Send

Essal Office imports attachments from the forwarded email. The email body may also be imported as a document depending on your organisation's configuration.

Supported attachment types are the same as manual uploads: - PDF files - Images (JPG, PNG, TIFF, etc.) - Word and other Office format documents

Tips for Best Results

  • One document per email: If an email has multiple attachments, each is imported as a separate document. Group related pages in one PDF before attaching if they should be one document.
  • Attach the real document: Some emails contain documents inline (as HTML or embedded images). Attach a proper file (PDF or image) to ensure it imports correctly.
  • Keep the subject descriptive: If your mail rules use the email subject as the document title, a clear subject line like "Acme Supplies — Invoice April 2026" results in a better document title than "Fwd: see attached."

After Forwarding

Check your archive after a few minutes. If an Inbox tag is configured for imports, look in your Inbox saved view. The imported document will be there for you to review and adjust metadata as needed.

If the document has not appeared after 10–15 minutes, ask your admin to check the mail account's import log in Administration > Tasks.

Automating Forwarding

Many email clients let you set up automatic forwarding rules. For example, you can configure your email client to auto-forward any message from @acme-supplies.com to the import address. Combined with Essal Office mail rules, this creates a fully automated document intake pipeline.