Introduction to iDocuments Mailbox Configuration

First published on: 08/31/2023/3:49 pm

When setting up mailbox information in iDocuments, there are two mailboxes – one for the system-generated alerts and one to receive purchase invoices or sales orders.

These instructions explain how to set up these mailboxes.

Start in 'Company Settings' to set up the mailbox for system-generated alerts. You'll find these instructions in Appendix A.

There are two steps for receiving invoices or orders:

1. Company settings
2. Mailbox configuration

Company Settings

Only one company setting is necessary to configure this mailbox: ‘Invoice to Email’.

• Search for 'invoice to email' in the list
• Click ‘Add New’ if it’s not listed
• Add the email address
• Click ‘Save’

Mailbox Configuration

Note: to complete this may require access via an anonymous browser window as the mailbox 'Open consent form' login would then not be confused with any current user login.

To complete the mailbox configuration:

1. Proceed to the Intelligent Capture screen, either via Audit or Admin > Audit
2. On the left-hand side, scroll down to the 'Advanced actions' section

     3.  Enter your password and click 'Unlock'

     4.  Click ‘Configure mailboxes'

Follow these instructions on the pop-up screen:

5. Click ‘*New’
6. Select 'purchase invoice' or 'sales order' from the dropdown
7. Enter the email address
8. Check the 'Active' tick box
9. Select the type of email from the dropdown:

10. Depending on your selection, you may need to complete additional fields.

Gmail:

• Enter the password
• Click ‘Test connection’ to validate that the mailbox is correctly configured

On-Premise Exchange:

• Complete the listed fields
  • Host
  • Port
  • Domain
  • Username
  • Password
  • Secret (If using MFA - see guide on how to obtain OCR Mailboxes with MFA)

• Click ‘Test connection’ to validate that the mailbox is correctly configured

Office 365 (basic authentication)

• Complete the listed fields:
  • Domain
  • Username
  • Password

• Click ‘Test connection’ to validate that the mailbox is correctly configured

Office 365 (advanced authentication)

• Enter the following information:
  • Tenant ID
  • App ID
  • Domain
  • Username
  • Password

• To test the connection, click ‘Grant consent’.  Note: this would likely require being from an incognito browser window, so the process requires a login

• Follow the instructions on the pop-up screen to verify if the connection is configured correctly

11. Click 'Save' to save the configuration and close the window

You've now configured the purchase invoice or sales order mailbox.

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