Process email approval results

With the email approval notification functionality, users can approve or reject invoices through email notifications, but these results are not applied to their corresponding invoices immediately. Instead, when a user presses Approve or Reject, an email is sent to an unmanned email approval inbox, which must exist before configuring the import process.

Because of this, it is necessary to configure a process that takes the results from the unmanned email inbox and then approves or rejects an invoice based on the email content.

You can process the unmanned email inbox to approve or reject an invoice based on the email content by following these steps.

  1. Launch the TotalAgility Designer.
  2. On the menu, select Integration > Import settings.

    The Import settings are displayed.

    For more information on the settings available for import settings and import sources, see the TotalAgility Designer Help.

  3. Click New.

    The New import connection window is displayed.

  4. Set the following fields on the New import connection window.
    1. For the Name, enter "Email Approval Import Connection."
    2. Enter the Process password and Administrator password.
    3. Ensure that Active is selected.
    4. Optionally, enter a Description or alter the Message connector URL as needed.
    5. Click Save.

    Your import connection is saved and you are returned to the list of Import settings.

  5. Click on the Name of your newly created connection.

    The Update import connection page displayed.

  6. In the Import settings group, click .

    The New import source page is displayed.

  7. On the New import source page, edit the following settings.
    1. Select IMAP from the Type list.
    2. For the Display name setting, enter "Import Email Approval Responses."
    3. Ensure that Active is selected.
    4. For the Import content setting, select Only body from the list.
    5. For the Body with message header setting, select Exclude message header.
    6. In the Host field, enter the address of your email sever that is used for the unmanned email account that collects responses.
    7. Choose whether to Keep messages on server.

      Selecting this setting keeps the emails but filters them to a Processed folder.

      Clearing this setting deletes the emails after they are processed.

    8. In the Port field, enter the port of your email server.
    9. Enter the appropriate Username and Password for your email server.
    10. Test your settings by clicking Test mailbox.

      If the test is successfully, continue to the next step. If there are issues, check your connection settings and try again.

    Your mailbox settings are successful.

  8. Staying in the New import source window, scroll down to the Associated action(s) group and do the following.
    1. Select Create new job from the Job type list.
    2. Select AP Handle Email Address Answer from the Process list.

      a list of Initialization variables is provided for mapping.

    3. Map the variables as follows by selecting values from the Mapping lists.
      • Email Body to Body

      • From to From

      • Subject to Subject

  9. Click Save.

    The new import connection is saved and added to the Import settings list.