> For the complete documentation index, see [llms.txt](https://docs.docbits.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.docbits.com/administration-and-setup/settings/document-processing/module/inbound-emails.md).

# Inbound Emails

### Overview

DocBits can pick up documents straight from email — no manual upload needed. There are **two ways** to bring email documents in, both managed under **Settings → Document Processing → Import**:

| Method                              | How it works                                                                                                                               | Best for                                                                                    |
| ----------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------- |
| **Email Import account**            | DocBits connects to a mailbox you own (**IMAP**, **OAuth Office365**, or **OAuth Office365 – Tenant**) and imports the documents it finds. | A dedicated mailbox that already receives your documents (e.g. `invoices@yourcompany.com`). |
| **Forward Emails (Inbound Emails)** | DocBits gives you a unique address; anyone you authorise can **forward** documents to it.                                                  | Ad‑hoc forwarding from many senders without sharing mailbox credentials.                    |

You can use either method on its own or both together.

### Method 1 — Connect a mailbox (Email Import)

Go to **Settings → Document Processing → Import** and open the **Email Import** section. Click **New** to add a mailbox connection.

<figure><img src="/files/jrdkLBy3DaRR0dilaNaJ" alt="Email Import section with the New button"><figcaption><p>In the Email Import section, click <strong>New</strong> to connect a mailbox.</p></figcaption></figure>

The setup wizard opens. The first field, **Protocol**, decides how DocBits connects — choose **IMAP**, **OAuth Office365**, or **OAuth Office365 – Tenant**.

<figure><img src="/files/yVI9HeMGKWrqWkbdnzkr" alt="The Protocol dropdown showing IMAP, OAuth Office365 and OAuth Office365 - Tenant"><figcaption><p>The <strong>Protocol</strong> dropdown offers the three connection types.</p></figcaption></figure>

#### IMAP

For a standard mailbox, choose **IMAP** and fill in the server details and account credentials:

* **Server name** and **Port** (default `993`) of your mail server.
* **Encryption** — `SSL`, `TLS` or `None`.
* **Username**, **E‑Mail** and **Password** of the mailbox.

<figure><img src="/files/UMv49c0YPpK6keY6FQ1o" alt="IMAP connection form with server, port, encryption and credentials"><figcaption><p>The IMAP form: mail server connection plus the mailbox credentials.</p></figcaption></figure>

#### OAuth Office365

For a single Microsoft 365 user mailbox, choose **OAuth Office365**. Instead of a password, you authorise DocBits through Microsoft: pick the **Document Routing** target, then click **Authenticate** and complete the Microsoft sign‑in.

<figure><img src="/files/bFNkycZog0Pjhv83pZNS" alt="OAuth Office365 form with Document Routing and an Authenticate button"><figcaption><p>OAuth Office365 connects through Microsoft sign‑in — no password is stored in DocBits.</p></figcaption></figure>

#### OAuth Office365 – Tenant

To connect at the tenant (organisation) level via an Azure app registration, choose **OAuth Office365 – Tenant** and enter the Azure credentials: **Tenant ID**, **Client App ID** and **Client App Value** (client secret). Use **Test connection** to verify, then **Save**.

<figure><img src="/files/nJpIYvIG3sR7Uma5p5N6" alt="Azure Tenant Configuration with Tenant ID, Client App ID and Client App Value"><figcaption><p>OAuth Office365 – Tenant uses an Azure app registration (Tenant ID, Client App ID, client secret).</p></figcaption></figure>

{% hint style="info" %}
**Document Routing** decides where the imported documents go — **DocBits** (the standard dashboard) or **AI Workforce**. After connecting, the wizard’s next steps let you choose which mailbox **folder** to import from, an optional **shared mailbox**, and whether to **move** processed emails to another folder.
{% endhint %}

### Method 2 — Forward emails to DocBits (Inbound Emails)

This method needs the **Inbound Email** module to be switched on first. Go to **Settings → Document Processing → Module**, open the **Document Type** section, find **Inbound Email** and enable the toggle.

<figure><img src="/files/8MZU8kNdDvuSGzWDljAL" alt="Enabling the Inbound Email module"><figcaption><p>Enable <strong>Inbound Email</strong> under Settings → Document Processing → Module.</p></figcaption></figure>

Once enabled, an **Inbound Emails** section appears under **Settings → Document Processing → Import**. It gives you everything needed to receive forwarded documents:

<figure><img src="/files/dfRfU3PYXHCv41apN33a" alt="Inbound Emails section: import address, predefined senders and failure-reply address"><figcaption><p>The Inbound Emails section: your import address, the predefined‑senders list, and the failure‑notification address.</p></figcaption></figure>

* **Import address** — a unique, system‑generated address in the form `org_id@environment.inbound.docbits.com`. Forward or send documents to this address and DocBits imports them automatically. Use the copy icon to grab it.
* **Import Document only from predefined E‑Mail(s)** — when enabled, only the sender addresses you list here are accepted; emails from anyone else are ignored. For each sender you may pick a **Sub‑Organization** (leave it empty to assign to the main organisation). Use **Add** to list more senders and **Delete** to remove one.
* **Reply to this email if import can not be done** — when enabled, enter an address that should be notified whenever an import attempt fails, so problems don’t go unnoticed.

Click **Save** to apply your changes.

{% hint style="info" %}
**Which attachments are imported?** DocBits imports the supported document attachments — see [Import → Email Import](/administration-and-setup/settings/document-processing/import.md#email-import) for the full list of file types — and unpacks forwarded `.eml` messages and Outlook `winmail.dat` (TNEF) attachments to import the documents inside. Detection is also based on the **actual file content**, so attachments that a forwarding mail server re‑labels with a generic type (`application/octet-stream`) are still imported correctly. Inline images (signature logos / embedded graphics) are ignored.
{% endhint %}

### When to use which

* **Use an Email Import account** when documents already land in a dedicated mailbox and you want DocBits to fetch them on its own — IMAP for generic mail servers, OAuth Office365 for Microsoft 365.
* **Use Forward Emails** when people should forward documents on demand, or when you don’t want to share mailbox credentials with DocBits.
* **Combine both** if some documents arrive in a fixed mailbox while others are forwarded ad‑hoc.

{% hint style="info" %}
Restricting senders (Method 2) and choosing the right **Document Routing** target (Method 1) are the two most common ways to keep an inbound pipeline clean — only the documents you expect, sent where you want them.
{% endhint %}


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter:

```
GET https://docs.docbits.com/administration-and-setup/settings/document-processing/module/inbound-emails.md?ask=<question>&goal=<endgoal>
```

`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal.

The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.