Email Importer Setup and Configuration

Overview

The Email Importer enables Onventis to automatically retrieve emails and attachments from a configured mailbox. It is used by modules such as Order Confirmation Automation (OCA) ensuring all relevant supplier documents sent by email are captured and forwarded to the respective automation workflows.

Administrators can set up one or more mailbox configurations directly in the UI, with support for manual IMAP configuration and Office 365 OAuth-based integration.

You can configure multiple mailbox connections and control how emails are retrieved, validated, and moved into processing folders.

Before You Begin

To set up the Email Importer, ensure you have:

• Access rights (Part of OCA Module Access right: SKU-1109OC72 | AI-Powered Order Confirmation Automation Add On)

• Credentials for an IMAP mailbox or Microsoft Office 365 access

• Folder permissions (for shared mailboxes, if used)

Set Up the Email Importer

1. Access the Module

Go to: Configuration → Onventis Connector → Email Import

The interface displays:

• A list of existing configurations (left panel)

• Details of the selected configuration (right panel)

Click Create configuration to begin.

2. Choose a Connection Method

Manual (IMAP)

Use this option for standard IMAP providers.

Required fields:

• IMAP server

• Port

• Username

• Password

Optional:

• Description

• Shared mailbox (if applicable)

Office 365 (OAuth)

Use this option to connect a Microsoft 365 mailbox.

Steps:

1. Select Office 365.

2. Click Sign in with Microsoft.

3. Complete authentication.

4. After sign-in, the system automatically fills:

   • OAuth provider

   • IMAP server

   • IMAP port

   • Username

These fields become read-only.

Optional:

• Enable Use shared mailbox

• Provide the shared mailbox address

If you change the shared mailbox setting, re-authentication is required.

3. Load Mailbox Folders

After entering account details, select: Check connection & load folders

If the connection is successful:

• Folder names are retrieved from the mailbox

• Dropdowns are enabled

If the connection fails, please try checkbox mailbox because saving is also blocked

4. Select Folders

You must configure three folders:

1. Retrieve mails from

2. Move imported mails to

3. Move not imported mails to

Folder validation rules:

• Each folder must be unique

• If duplicate folders are selected:

  • An error message appears

  • Save button is disabled

5. Save and Activate

When all mandatory fields are complete:

• The Save button becomes active

• You can activate or deactivate the configuration using the Active toggle.

How Email Import Works

1. The system connects to the configured mailbox

2. Emails are read from the selected folder

3. Attachments are extracted (PDF)

4. Emails are moved into the configured folders

5. Attachments are forwarded to Order Confirmation Automation Service

Troubleshooting

1. Connection check fails

• Verify IMAP server and port

• Check username/password

• Ensure MFA is disabled (if using IMAP)

• For Office 365, ensure user has mailbox access

2. No folders appear

• Connection failed

• Shared mailbox address incorrect

• Insufficient folder permissions

3. Save is disabled

• Mandatory fields incomplete

• Folder values duplicated

• Connection check not performed

Feature Limitations

• Gmail OAuth is not supported

• Only secure connections (SSL/TLS) are allowed

• System cannot return existing passwords

• “Last run” information is not displayed

Summary

The Email Importer provides a reliable and secure way to fetch emails and attachments into Onventis automation workflows. With support for both IMAP and Office 365 connections, it offers flexibility, simplicity, and centralized control for all incoming supplier documents.