Email Document Processing

Import documents from email attachments or archive your email by converting messages to PDF automatically using SimpleIndex.

Once converted to PDF, employ the power of SimpleIndex‘s automatic document separation, OCR, barcode recognition, and PDF text parsing capabilities to organize them into files automatically and upload them to your document management system, SQL database, or cloud storage provider.

Automate Document and Data Capture

We’ve seen so many cases where users download email attachments, open them in Acrobat, separate them into individual documents manually, before finally processing them with their data capture software. 

The most common case for this is with invoice processing, since most vendors now send PDF files that have all of the latest invoices in a batch.

SimpleIndex can fully automate this process, downloading the messages and attachment, converting them to PDF in a single step. This can be used with SimpleIndex data capture functions for a complete solution, or as a front-end to an existing enterprise data capture solution that doesn’t support these features.

Use Cloud Storage for Email Archival

Many document management systems have built-in email archival solutions designed to create an official record of all correspondence that can be used to meet records keeping regulations or searching across user inboxes.

Instead of traditional DMS, many companies are choosing to use cloud storage providers like Google Drive, Box, and SharePoint as their primary repository for documents. And enterprise SimpleIndex makes it easy to archive email to cloud storage by converting message bodies and attachments to PDF files, organizing them automatically into logical folders and filenames, and saving them directly to your cloud storage drive.

Archive Only What You Want

Configure pattern matching rules using keyword lists and regular expressions to identify relevant documents targeted for archival and ignore the rest.

Fully Automated and Unattended Processing

With the SimpleIndex Server, email processing can run fully unattended to PDF convert and save your emails automatically. Just set it and forget it!

Incremental Downloads Simplify Archiving Workflows

Email Processing and ArchivingStay organized with SimpleIndex’s incremental email download feature. By targeting specific folders and tracking the last download date, you’ll automatically process only fresh emails  -eliminating redundant work. This ensures your archives remain up-to-date without manual oversight, ideal for businesses needing real-time document synchronization and long-term retention.

AI-Powered Analysis for Intelligent Archiving

Easily integrate AI-driven email analysis into your workflow with SimpleIndex. Choose to automatically scan emails for keywords, sentiment, or critical data points before archiving, ensuring only relevant or high-priority messages are retained or flagged. This smart filtering reduces clutter and provides actionable insights, while seamlessly pairing with incremental downloads to process only fresh emails. Empower your archiving with prompts and AI intelligence with no coding required.

Email Protocols and Authentication

Email import currently supports direct import from any IMAP-enabled Inbox (supported by most email providers). If your project requires any other email protocol, authentication scheme, Graph API, 2-factor, etc. these can be quickly added by our developers.

Learn More:

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