Enclosing documents

The CatchMail allows you to upload documents in Akuiteo and link them to objects and third-parties, by sending an email from your mail application.

The CatchMail feature must be set up (refer to Setting up the CatchMail feature).

The types of management objects or third-parties to which you will link events must be set up for the CatchMail feature (refer to Setting up the CatchMail parser).

The email address of the person who encloses the document must be entered in their employee record sheet: From the Desktop Application, go to People > Resources (Employees and Subcontractors) to open the employee and enter their email address under the Professional contact details section.

The employee must be linked to a user who has the DMF 100108 OFFICE AUTOMATION WRITE NEW DOCUMENT.

On the record sheet of the user linked to the employee, the Catchmail user option must be checked to give them the right to use the CatchMail.

Note

The employee can be linked to more users provided they do not have the required rights, because only one user must have them so that Akuiteo can determine who is performing the action.

The email address can also be entered in multiple employees but only one user must have the required rights.

If they want to link the document to an object or a third-party, they must have the DMF required to open the object or third-party.

Example

I want to create a document linked to a sales order, I must have the DMF 020304 SALES SALES ORDERS SEARCH.

The employee's partitioning must allow them to access the society of the object or third-party (refer to Restricting user access).

1 From your mail application, open the email writing screen.
2 In the recipient field, enter the email address configured to process the CatchMail.

Reference

To configure the information of the email address that processes the CatchMail, refer to Configuring the CatchMail from the Administration console.

3 In the email subject, enter the following information:
  • The numbers of objects and third-parties to which you want to link the document, in the #OBJECTNUMBER format for an object (ex: #CC2312345) or in the @THIRDPARTYCODE format for a third-party (ex: @ABCDE)
  • The following expression in lower or upper case: *doc*

Important

The objects and/or the third-parties must be spread over the ***** company and/or only one more company at most. They must not be spread over more than one company besides the ***** company.

Note

  • Separate each element by a space character.
  • The order of elements in the subject is not important.
  • If needed, enter any additional information. None of what you enter in the subject will be displayed in the document.

Examples

The following subjects are valid:

  • #CC2312345 @ABCDE *doc*
  • *doc* @ABCDE
  • Document #CC2312345 #CC2312346 *doc*
  • #CC2312345 *doc* Capture
4 In the email, attach the document that will be uploaded and linked to the object or third-party.
5 Send the email.

The document is created.

If the document could not be created in Akuiteo, you receive an email indicating the reason of the failure. If that is the case, ensure that you have respected all the prerequisites and that the object is correctly written.