Each instance is assigned a dedicated email address. External parties can send data files to this address and the platform will automatically trigger an import process to handle them. This is useful for scenarios where data providers submit files on a regular schedule without needing direct access to the platform.
If you do not know the email address for your instance, a configurator can find it in System Module \> Instance Details in the Configuration application.
How it works
When an email arrives at the instance address, the platform checks it against configured email processing rules. If the sender, subject, and attachment filename all match a rule, the associated import-merge process runs automatically. If no rule matches, the email is ignored. Emails that fail authentication checks (SPF or DKIM) are rejected before reaching the processing rules. See Email Security and Error Handling for details.
Note: The maximum supported size for an email attachment is 70MB. If an attachment exceeds this limit, it will not be processed.
Prerequisites
Before configuring email-based imports, you need a completed import-merge process with process logic designed to handle the format of the incoming data. See Create an Import-Merge Process.
Step 1 — Configure permitted senders
Only email addresses that have been registered as permitted senders can trigger imports. This is enforced in addition to the sender pattern in the processing rule itself.
Permitted senders are configured in Email Management \> Incoming Mail Filters. The sender email pattern uses regular expression syntax — for example, .*@yourcompany.com permits any address at that domain. See Regular Expressions in Email Processing Rules for syntax guidance.
Step 2 — Create an Incoming Mail Handler
The Incoming Mail Handler defines which emails are eligible for processing based on sender address and subject line.
In the Configuration application, go to Email Management \> Processing Rules.
Click New, enter the number of handlers to create, and click Add.
Set Mail Type to Mail Receiver.
Enter a descriptive Name.
Set the From Date (when the handler becomes active). Leave To Date blank if it should not expire.
Define the Subject Pattern using regular expression syntax — for example,
.*Daily.*Report.*matches any subject containing those words in that order. Patterns are case-sensitive.Define the Sender Pattern using regular expression syntax — for example,
.*@yourcompany.com.Add an audit comment and click Save and Refresh.
Step 3 — Create a Content Processor
The Content Processor links the handler to the import-merge process that should run when a matching email arrives.
Select the Incoming Mail Handler you just created.
In the Content Processing section, click Edit, enter the number of processors to add, and click Add.
Define the File Name Pattern using regular expression syntax — for example,
.*daily_report.*\.csv. This pattern is matched against the attachment filename.To process data from the email body rather than an attachment, set the File Name Pattern to
ES_EMAIL_BODY.Select the import-merge process to run.
Add an audit comment and click Save and Refresh.
If an email arrives with multiple attachments, a separate content processor entry is needed for each attachment pattern.
Step 4 — Configure automated response emails (optional)
If the import process should send a confirmation or notification email after running, you can configure this within the process logic workbook.
Add a worksheet to the process logic workbook that defines the outgoing email records. Create a named range with the following columns in order: Sender Account, Date Submitted (format dd/mmm/yyyy hh:mm:ss), Recipients (comma-separated, maximum 50), Subject, Body, Status (set to Waiting), Retry Count (leave blank), Status Message (leave blank).
Then add a Process Output that maps this named range to the EU_OUTGOING_MAIL object. When the import runs, the platform queues and sends the response email automatically.
Before response emails will send, recipients must be registered as permitted outgoing email recipients. See Sending Email from Processes.
Reviewing incoming email activity
Received emails and their processing outcomes are visible in Email Logs \> Incoming Mail Logs in the Configuration application.