This article will guide you through the setup of getting creditor/vendor invoices (also known as vouchers in WorkBook) imported directly from an email account to WorkBook. It will automatically create Automatically creating a creditor invoice line with the files invoice file attached to the email as an entry in the workbook creditor module. More on how this looks later.
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ACTIONS OUTSIDE OF WORKBOOK
Your team must figure out if it is allowed from a company protocol perspective to have the IMAP protocol enabled. WorkBook only supports retrieving emails through that specific protocol. Contact your IT department or put them together with your tangram team to make sure the right questions are asked.
If your team is okay with having IMAP open we provided some examples from Office 365 and Google mail.
IMAP
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Configurations
This is basic IMAP information on some of the most common IMAP providers:
Office 365
IMAP Server Address | ssl://outlook.office365.com |
IMAP User Login | |
IMAP User Password | ****** |
Settings for POP and IMAP access for Office 365 for Business or Microsoft Exchange accounts
Google Mail
IMAP Server Address | ssl://imap.gmail.com |
IMAP User Login | |
IMAP User Password | ****** |
Get started with IMAP
Enable IMAP
TANGRAM Google mail example
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GMAIL SETUP EXAMPLE
We have created an example using a personal Google mail Gmail account. These actions are available for corporate accounts as well, as long as the user is performing these actions as an administrator.
The tangram team We followed this guide Link to IMAP setup
Navigate to your Google mail Gmail inbox.
Select Settings settings > See see all settings
Select 6th menu Forwarding forwarding and POP/IMAP tab
Enable IMAP under IMAP access
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| Note |
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Make sure you do not limit the number of messages in an IMAP folder (default) |
Create an App Password
Once IMAP is enabled
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, created an
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app password
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The reason for this is to keep the security as high as possible.
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If your account is using 2-factor authentication,
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you’ll be required to do so
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Official Google link
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Navigate to https://myaccount.google.com/
Select Security security in the left menu
Scroll down under Signing signing in to Google
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Select App app passwords and Generate generate a new password
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Once the password is generated, copy it (and make sure you don’t lose it for now!)
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ACTIONS INSIDE WORKBOOK
Once you have your account created and ready with either an App app password or the email password you’re ready to head into WorkBook to enter the details.
Make sure you’re an administrator user within WorkBook to perform the following actions:
Navigate into Settings settings > Advanced advanced settings > Agent agent setup
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Either search :
Search for IMAP in the top search menu
or…
Click the create a new agent
icon
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Once created or found Select select the Voucher voucher hot IMAP agent
Under the scheduling tab > create or alter the line to make to run every 5 minutes. See screenshot example below
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Navigate into Parameter tothe parameter > and insert your information. You can - see the example table below
Parameter for Agent
Agent Parameters | Name | Value |
|---|---|---|
108 | WorkBook web address | Leave empty |
109 | user login for storage service | Leave empty |
110 | Password for storage service | Leave empty |
111 | IMAP server address | ssl:// imap Address |
112 | IMAP user login | Email or domain name |
113 | IMAP password | App password or password |
114 | IMAP Source folder (the folder that will be read from) | Inbox |
115 | IMAP Destination folder (the folder mails will be moved to, after read) | Inbox/Imported |
116 | Company | Select the company you want to import creditor invoices to |
117 | Send reply after import | Checkmark [ ] |
118 | Description | Sender email and subject |
That’s it!
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If you go back to your creditor invoice module the finance & administration module > creditor invoices and expect lines with vouchers attached to automatically be created!
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Parameter for
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Agent
Agent parameters | Name | Value |
|---|---|---|
108 | WorkBook webaddressweb address | Leave empty |
109 | user login for storage service | Leave empty |
110 | Password for storage service | Leave empty |
111 | IMAP server address | ssl:// imap Address |
112 | IMAP user login | Email or domain name |
113 | IMAP password | App password or password |
114 | IMAP Source folder (the folder that will be read from) | Inbox |
115 | IMAP Destination folder (the folder mails will be moved to, after read) | Inbox/Imported |
116 | Company | Select the company you want to import creditor invoices to |
117 | Send reply after import | Checkmark [ ] |
118 | Description | Sender email and subject |
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