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. Automatically creating a creditor invoice line with the invoice file 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
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
GMAIL SETUP EXAMPLE
We have created an example using a personal Gmail account. These actions are available for corporate accounts as well, as long as the user is performing these actions as an administrator.
We followed this guide Link to IMAP setup
Navigate to your Gmail inbox
Select settings > see all settings
Select forwarding and POP/IMAP tab
Enable IMAP under IMAP access
Make sure you do not limit the number of messages in an IMAP folder (default)
Create an App Password
Once IMAP is enabled, created an app password
The reason for this is to keep the security as high as possible. If your account is using 2-factor authentication, you’ll be required to do so
Official Google 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…
Click the create a new agent icon
Once created select the voucher hot IMAP agent
Under the scheduling tab > create or alter the line to make to run every 5 minutes
Navigate to the parameter > and insert your information - 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!
If you go back to the finance & administration module > creditor invoices and expect lines with vouchers attached to automatically be created!
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 |
Related articles
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Implementation > Email Integration Creditor Invoices (Deltek WorkBook)
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