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Smart Capture Email Configuration Overview

Caroline Buckland Updated by Caroline Buckland

Smart Capture Email Configuration Overview

Overview

Smart Capture can automatically monitor email inboxes and create batches from incoming invoices and documents.

There are two methods available for configuring email accounts within Smart Capture:

Email Provider

Configuration Method

Microsoft 365 / Outlook

Microsoft OAuth Authentication

Gmail

Google OAuth Authentication

Other Email Providers (Yahoo, AWS WorkMail, ISP-hosted mail, etc.)

IMAP

Depending on the email provider being used, follow the relevant configuration guide.

Important: Email Input Client and Web UI Email Are Separate

Smart Capture supports two different methods of email ingestion:

Email Input Client

The Email Input Client is a separate application that is installed and managed within a customer's environment.

Web UI Email Configuration

The Smart Capture Email Configuration allows email accounts to be configured directly within Smart Capture using the Email Input administration screens.

Important Limitation

Email accounts configured through the Email Input Client and email accounts configured through Smart Capture are completely separate.

  • Email accounts configured in the Email Input Client cannot be viewed or managed through Smart Capture.
  • Email accounts configured through Smart Capture cannot be viewed or managed through the Email Input Client.
  • This behaviour is by design and exists to maintain backward compatibility with existing Smart Capture implementations.

Customers should therefore decide which approach they intend to use before configuring email accounts.

 

Prerequisites

Before configuring email ingestion, ensure:

  • A dedicated mailbox has been created for invoice processing.
  • The mailbox can receive emails from suppliers.
  • Appropriate credentials are available.
  • For Microsoft 365 and Gmail, the required OAuth application has been created and configured.
  • For IMAP connections, any application-specific passwords required by the email provider have been generated.

Migrating from Email Input Client to Smart Capture Email Configuration

Customers using Smart Capture version 9.44.x or later can configure email inboxes directly through the Smart Capture Web UI, removing the need to run the Email Input Client service.

For customers currently using the Email Input Client, migration to Smart Capture configuration may simplify administration and reduce infrastructure requirements.

  1. Review the existing mailbox configuration within the Email Input Client.
  2. Configure the same mailbox(es) within the Smart Capture Web UI.
  3. Stop the Email Input Client service to prevent duplicate email processing.
  4. Test the mailbox configuration by sending a sample email and confirming that a batch is successfully created in Smart Capture.
  5. Once testing is complete and email processing is working as expected, remove or decommission the Email Input Client service if it is no longer required.

Important

Do not run the same mailbox through both the Email Input Client and Smart Capture Email Configuration simultaneously, as this may result in duplicate processing of incoming emails.

 

  • Configuring Smart Capture to use Gmail in the Web UI
  • Configuring Smart Capture to use Microsoft 365 in the Web UI
  • Configuring Smart Capture using IMAP (Non-Microsoft and Non-Google Accounts)

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