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Document Exchange via e-mail

Prerequisites for receiving documents by email

You need IMAP access to the email box, POP protocol is not supported .
The Microsoft Exchange protocol is also supported and is set up in the same way as the IMAP protocol.

For the exchange, create a dedicated email account to which everyone will send you documents or you can use an existing one if it exists.

If there is a lot of mail, you can also open several mailboxes – e.g. one for invoices, another for other documents.
For invoices – example – invoices@yourdomain.com or something similar.

EBA DMS will customize this mailbox to its needs, so make it a dedicated mailbox (not from an employee or general info mail.)

In EBA DMS there are two sets of settings for receiving and sending documents via email:

In the first set of settings you connect the EBA DMS to the above mentioned dedicated email mailbox, in the second set of settings you configure what the EBA DMS should collect from this email mailbox or where do you want the document to be sent.

The first set of settings

In Administration > Exchange > Protocols > IMAP Email Exchange (or Microsoft Exchange), set all the necessary settings for the EBA DMS to successfully log in to the previously prepared mailbox.

After entering the data, test the connection using the “test connection” button to check whether the EBA DMS system successfully logs on to your mail server. The “test connection” button does not test the entire receiving or sending process!

Please check with your mail server administrator what information you need to successfully log in to the mail server via IMAP protocol.

There is a [Test connection] button on the bottom right. Once the connection to the mail server is successful, save the settings by clicking [OK]

After entering all the data and saving the settings, close and reopen the EBA DMS so that all settings and changes are applied.

Second set of settings

In Administration > Exchange > Rules of reception, make the appropriate rules for receiving.

It is advisable to make a rule for each partner. This makes more settings in the beginning, but in the long run it will be much less work, because whatever data on the document sets the rule (document type, sender) the user will not have to set for each document in the scanner room.

One general rule for unknown partner can also be set, but then the user will need to specify the partner for each document in the scanner room.

In the wizard you select the partner, the document type, the IMAP email exchange protocol (or Microsoft Exchange) and set which email address the partner sends documents from, to which address, what word should be in the subject of the email, e.g. “invoice”, and what attachments are in the email.


For the sample file to display, you enter <*.pdf>, and <*.xml> in the next field.

This works like this – if a customer sends you a PDF and an XML e-invoice in an email, the PDF will serve as the visual part of the document, and the XML will be the file from which the EBA reads the e-invoice data.

If the file names are the same but only the extension differs, add a tick below for “Presentation same name”

You can then copy the rule you have made for the other partners and only correct in the new rule what is different for the other partner.


The documents are processed in the configured email inbox when the send/receive function is triggered in the EBA DMS – manually or via scheduler service.

The program connects to the email inbox and retrieves messages from it according to the Receive Rules from the second set of settings. This gives you control over what EBA DMS imports into the scanner room – no spam.


EBA DMS makes 4 subfolders on the Inbox. Each email is moved to one of these subfolders after processing.
The root folder “Inbox” is empty after EBA DMS processing.

The email is moved to the IMPORTED folder if the document is successfully imported into the EBA DMS (it is visible in the package in the scanner room).

The email is moved to the ERROR folder if an error occurred during the processing of the email or if the receive rule does not match the email perfectly.

The email is moved to the UNKNOWN folder if EBA DMS system has not found any matching rules for received email.

The email is moved to the REJECTED folder if the EBA DMS has found non-consistent settings in rule – for example presentation name not correctly specified.

For users who will be working with received documents in the EBA DMS system, set up an email client or allow web access to the email so that they have an overview of what is happening in the inbox

If EBA DMS has moved an email to the UNKNOWN subfolder (or any other subfolder), you can move it back to the Inbox in the email client and EBA DMS will reprocess and import it again if the receipt rule has been corrected.

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