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Send Email Attachments for recognition

  • Published on Sep 8, 2021
  • 3 minute(s) read
  • Amit Bhayani
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When you receive a Purchase Invoice as an attachment to an email, you now have the ability to forward the email (with the Purchase Invoice attached) to a monitored email address for Spindle Purchase Invoice Recognition to automatically upload for recognition. 

The attached Purchase Invoice(s) will appear in the Recognition tab of the Document Portal, saving you time as you will no longer need to manually upload these documents.  

Why are my Purchase Invoice documents (email attachments) not appearing in the Recognition tab?
Spindle Purchase Invoice Recognition processes electronic Purchase Invoice documents that are in ‘PDF’ format. Please ensure that your email attachments are in the correct format.

How do I setup my monitored Email Address

Your monitored email address is automatically setup for you, so there is no setup required.

  • If you have Spindle Document Management version 8.22 or later then you can determine your monitored email address via the Spindle Document Management - Server Administration tool as follows:

1. On the server, open the Spindle Document Management Server Administration tools

2. Click on Recognition...

3. Click on System Configuration...

4. Click on the Email Settings tab...

5. Under Your monitored Email Address you will see your dedicated email address

6. Please take note of the email address and share it with your colleagues (if required)

7. Click OK

9. You will be prompted to restart the Spindle Purchase Invoice Recognition services. If you have not made any changes then click No, otherwise click Yes

I do not have access to the Spindle Document Management - Server Administration tool
Please contact your system administrator as these tools will reside on your application server.
  • If you have Spindle Document Management version 8.21 or earlier then please contact our Support desk at support@draycir.com and they will be able to advise you of your dedicated email address.

How to use the monitored Email Address

There are two-ways we would recommend you adopt this service to enhance your invoice processing routine.

1. When you receive emails from your suppliers containing Purchase Invoice attachments (in PDF format), manually forward these emails onto your monitored email address.

Note: This step can replace the need for you to drag and drop these attachments into the Document Portal.

2. Setup email forwarding rules within your email client for specific suppliers that email you Purchase Invoice attachments (in PDF format). 

Note: These emails should have no other attachments other than Purchase Invoices. 

What if my supplier sends emails with other document types attached?
The emails that you forward onto your monitored email address must only have Purchase Invoices attached. If there are other attachments on the email (e.g. Statements or Terms) then these will also be processed as Purchase Invoices consuming a document count from your purchased quota.

How to Disable Success Email Notifications

For every email attachment that is successfully imported into the Recognition tab of the Document Portal, the Sender will receive an email notification. If you don't want to be notified on every successful upload, then you can disable success notifications.

  • If you have Spindle Document Management version 8.22 or later then you can find the option in the Spindle Document Management - Server Administration tool as follows:

1. On the server, open the Spindle Document Management Server Administration tools

2. Click on Recognition...

3. Click on System Configuration...

4. Click on the Email Settings tab...

5. Under Disable the successful Email Notification, click Yes

7. Click OK

8. You will be prompted to restart the Spindle Purchase Invoice Recognition services. Note: The Draycir Cloud Synchronisation Agent must be restarted for the changes to take effect.

  • If you have Spindle Document Management version 8.21 or earlier then please contact our Support desk at support@draycir.com and they will be able to help you with your request.
How do I disable failure Email Notifications
It is not possible to turn off notifications for email attachments that have failed to import into the Recognition tab of the Document Portal.

It is important that the 'email attachment import service' informs the Sender when it is unable to import a document successfully so that the Sender can take action.

How to Disable Uploading of Email Attachments

The uploading of email attachments is enabled for all users, however you may choose to disable this feature. You are able to do this as follows.

  • If you have Spindle Document Management version 8.22 or later then you can find the option in the Spindle Document Management - Server Administration tool as follows:

1. On the server, open the Spindle Document Management Server Administration tools

2. Click on Recognition...

3. Click on System Configuration...

4. Click on the Email Settings tab...

5. Under Enable uploading of Email Attachments, click No

7. Click OK

8. You will be prompted to restart the Spindle Purchase Invoice Recognition services. Note: The Draycir Cloud Synchronisation Agent must be restarted for the changes to take effect.

  • If you have Spindle Document Management version 8.21 or earlier then please contact our Support desk at support@draycir.com and they will be able to help you with your request.


Email Settings tab