Email import configuration

After reading this document, you are able to connect Onventis Invoice Processing to your Office365, Gmail mailbox or add a connection with another mail server using IMAP.

Office 365: Provide a one time consent:

If your Active Directory setup does not permit individual users or accounts to give consent to read mailboxes, a one-time consent is necessary. If consent is allowed, you can skip this step and proceed with creating new mailbox configurations.

To support this authentication method, the following actions must be completed once:

1. The Azure Active Directory administrator logs into Onventis and assigns themselves the role of 'Azure Active Directory Manager'.

2. Navigate to Maintenance → Settings → Email import configuration

3. Click on the “Office365 Consent” button to open the Microsoft Login screen and log in with the Microsoft Administrator account.

4. On the next screen, grant directory access to our application to enable email import.

5. Check 'Consent on behalf of your organization' and click 'Accept'.
   If you forget to check this box, you will need to fully remove the Onventis application's access within your Active Directory, clear your browser cache, and repeat all steps.

New office365 / Gmail

To setup a connection with an office356 or Gmail email address:

1. Navigate to Maintenance → Settings → Email import configuration

2. Click on the arrow next to “New” and click on the desired new e-mail connection
   

   

3. A new Office365/Google window will be shown. Login on this window with the e-mail address you want to integrate with.

4. Once completed, a new row will be shown in the overview and the details are already filled in.

5. Now do fill in the Company related to this mailbox.

6. Besides, it is important to configure the correct Folder settings. Click on “Check connection and load folders” to retrieve the right folders.

7. Now configure the folders in the Folder settings. An example is given below.

   1. Retrieve mails from – the default folder from the mailbox to be read out

   2. Move imported mails to – the folder to which successfully imported emails are moved

   3. Move not imported mails to – the folder to which not successfully imported emails are moved
      

   4. 

8. By activating “Auto processing”, the mailbox will be scanned for new e-mails based on a schedule. This is recommended to automate the processes.

New IMAP connection

When you don’t use a Office365 or Google acocunt, you can manually add an e-mail address.

1. Navigate to Maintenance → Settings → Email import configuration

2. Click on the “New” button

3. Enter the fields:

   1. Description: Enter the description (this is displayed in the ‘import via email’).

   2. Company: Enter a company to which this configuration is linked

   3. User: Enter an user or role. (Only this person or user linked to this role can use this configuration during import).

   4. Auto processing: check this box if you want to start automatic import

   5. IMAP server: Enter IMAP Server (possibly prefilled with a default).

   6. IMAP port: Enter IMAP port (possibly prefilled with a default)

   7. Secure connection: Enter if the connection is secure (possibly prefilled with a default).

   8. User name: Enter user name of the mailbox which is used for import.  If you want to use a shared mailbox for a normal IMAP connection, you can change the login name to “user@domain.com\sharedbox” where user@domain.com is your own user name/mail and sharedbox is the name of the shared mailbox that you have access to.

   9. Password: Enter the password to get access to the mailbox.

   10. Use shared mailbox: Only available when this is an Office365 mail configuration.

   11. Shared Mailbox: Only available when this is an Office365 mail configuration.