This article will guide you through the setup of getting vouchers directly from an email account to WorkBook. It will automatically create a creditor invoice line with the files attached to the email as an entry in the workbook creditor module. More on how this looks later.

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 configurations

This is basic IMAP information on some of the most common IMAP providers

Office 365

Settings for POP and IMAP access for Office 365 for Business or Microsoft Exchange accounts

Google Mail

Get started with IMAP
Enable IMAP

TANGRAM Google mail example

Tangram created an example using a personal Google mail 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 followed this guide Link to IMAP setup

• Navigate to your Google mail inbox. Select Settings > See all settings

• Select 6th menu Forwarding and POP/IMAP

• Enable IMAP under IMAP access

Once IMAP is enabled we created an App password, the reason for this is to keep the security as high as possible. Since this account is using 2-factor authentication, we’re required to do so.

Official Google link Link to App passwords

• Navigate to https://myaccount.google.com/

• Select Security in the left menu

• Scroll down under Signing in to Google

• Select App passwords and Generate a new password

• Once the password is generated, copy it and make sure you don’t lose it for now!

ACTIONS INSIDE WORKBOOK

Once you have your account created and ready with either an 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 > Advanced settings > Agent setup

• Either search for IMAP in the top search menu or press the icon on the left of the search menu to create a new agent.

• Once created or found Select the Voucher hot IMAP agent

• Under scheduling create or alter the line to make to run every 5 minutes. See screenshot example below

• Navigate into Parameter and insert your information. You can see the example table below

• That’s it! Now go back to your creditor invoice module and expect lines with vouchers attached to automatically be created!

Parameter for agent