Processing incoming e-mails
How to review the e-mails read from the mailbox, link them to an invoice, task or partner, turn them into tasks and handle the AI suggestions.
The Emails list shows the messages the system has read from the mailbox. Here you decide what happens to each one: link it to an invoice, a task or a partner, create a task from it, or ignore it. Attachments are stored in the document centre.
Before you start
- At least one active source must be set up under Email → Email sources (which mailbox, which folder, which client company). See Setting up e-mail sources.
- Opening the list needs access permission, the changing actions (linking, deleting, status change) need modify permission for the Email menu item.
Processing a message step by step
- Open Email → Email. By default only messages with the status New are listed, the ones that still need action. To see every message choose "All" in the Status filter.
- Narrow the list with Sender, Recipient, Subject, Pipeline, Imported from and Imported to, then click Filter.
- Click Open in the row to see the content, the attachments and the AI suggestion. Download (.eml) downloads the original message.
- If the message belongs to an invoice, a task or a partner, click Assign, choose the Target type, find the target in Search, add a Note if needed and click Save assignment. The message becomes Processed.
- If the message calls for action, click New task from this email, fill in Task title, Description, Deadline and Client company, and save. The task is created together with the message and its attachments.
- If nothing needs to be done, click the status marker: it switches between New and Ignored.
- To handle such messages automatically in future, click New rule and save the rule (see E-mail filter rules).
Approving AI suggestions
When AI classification is switched on, the system suggests what to do with every new message (skip, ignore or link) and shows its Confidence. A suggestion above the threshold is carried out automatically; the others go to Waiting for approval.
- Approve (create the link): the suggested link is created and the message is processed.
- Reject: the suggestion is dropped. For an automatically accepted suggestion, Reject and roll back also removes the automatic links and sets the message back to New.
Pipeline states
| State | Meaning |
|---|---|
| Imported | the message has been read and is still being checked |
| Waiting for AI, Queued for AI | the message waits for AI classification |
| Waiting for approval | a suggestion or a task instruction waits for your decision |
| Processed | the message is linked or the action is done |
| Ignored, Skipped | nothing needs to be done |
| AI retry, Error | AI classification failed; after three attempts the state becomes Error |
A message waiting for approval can be moved by hand to Processed, Ignored or Skipped; a closed state cannot be changed further. A transition that is not allowed gives: "The selected pipeline transition is not allowed manually."
Example
Sample Ltd. sends an invoice by e-mail with a PDF attachment. The system reads it overnight, the PDF goes to the document centre and the message is New. Anna Kovács opens it, chooses the invoice as the Target type in the Assign window, finds the invoice and saves. The message becomes Processed and the invoice now shows the message and its attachment.