Use email for import

Use the procedure in this topic to configure email as an import channel.

Email as import accesses an email server and can read, move, or delete emails in an email account. Emails are read and processed by DocAI Studio, and once processed, they are either moved a specific folder or deleted from the email account.

It is not possible reuse an OAuth email connection from another solution, even if it has the same settings. This means that if you have multiple solutions that require access to the same email account, each solution requires its own connection.

Using a personal inbox for automated imports is not recommended. This may expose private, sensitive, or non-business data to automated processing and storage in shared systems, and can result in:

Loss of personal correspondence. If Delete emails is selected, messages are permanently removed from your inbox after they are processed by the import channel. This cannot be undone.
Unauthorized access to personal information.
Non-compliance with organizational data protection or retention policies.

To ensure security and compliance:

Use a dedicated service mailbox for all automated imports.
Keep personal and business email accounts strictly separated.

Procedure

Select the  Settings menu on the ribbon.
Select Import Channels > Email.
Set Enable channel to Yes. (Default: No)

When set to No, all settings are disabled.
If you have an OPMT or Azure installation, select a Message connector. This is configured on the Tenant Management System.

Select a Provider. Choose from:

Gmail
Microsoft 365
Outlook.com
Other

For all Provider values, configure the following settings:

Mailbox	Proceed only if this mailbox is authorized for business use and contains no personal data. Enter a valid email address. For all providers except Other, select Connect account. When the Other provider is selected, Connect account is not available. The OAuth configuration for the selected Mailbox is displayed. Configure the following settings: Redirect URI This is a read-only authorization request used for the token generation process. Select  to copy the URI link. Client ID An ID to identify the client. The ID must be an alphanumeric string. Client secret Enter the secret string the client uses. This string is obfuscated with asterisks while typing. Token URL The URL to get an OAuth token. This is populated automatically based on the selected Provider and must be adjusted with details for your server. Auth URL The OAuth authentication URL. This is populated automatically based on the selected Provider and must be adjusted with details for your server. Select Authorize to connect to the email server. If the test fails, review your settings and try to authorize again. A successful OAuth configuration should save your configuration and return viable access tokens. Select OK. The OAuth configuration window is closed and a new Disconnect is displayed beside the Mailbox field. An OAuth server connection is created in the TotalAgility Advanced Studio. Selecting Disconnect or disabling the email channel deletes the corresponding OAuth server.
Folder	Enter the name of the email folder to monitor.
Include sub folders	If selected, subfolders nested under the specified Folder are also monitored. (Default: Cleared)
Post processing	Specify what happens to emails after they are imported. Delete emails: The email is deleted once it is imported. (Default) Move emails: When selected, the Move to folder setting is available to specify the folder where imported emails are moved.

If you select Other, the following additional settings are available.

Host	The server host URL.
Password	The password for the mailbox account.
Port	The Port on the server. (Default: 993)

Save  your solution.