Configuring IDP for email import

DocuWare Intelligent Document Processing (IDP) extends existing document management solutions with AI-powered features. This enables a high level of automation in office processes.

For example, many companies receive documents via email as PDF attachments. DocuWare can import and archive these PDFs. Using IDP, it is possible to read out relevant terms from the content of the documents and add them as index terms automatically.

To implement this process, configurations from the following areas interact:

  • Docuware Intelligent Document Processing: As initial step, the artificial intelligence of the document processing is trained to recognize certain document types, or document classes, such as invoices and delivery notes. The classifier is available later for the IDP configuration.
    Additionally, the AI is trained to extract relevant data from the documents. The result is a so-called extraction model, which can be used for reading out terms from the documents and automatically adding them as index values.

  • DocuWare Configuration > Capture > Email General / Connect to Mail: A Connect to Mail configuration automatically imports emails. In such a configuration you define the file cabinet for storing the emails and also the way attachments are stored. If an IDP configuration for automated indexing is provided (see next point), you can also select it in the Connect to Mail configuration.

  • DocuWare Configuration > Capture > IDP: The IDP configuration connects DocuWare and IDP. Choose the a classifier from your natif.ai account for the automated document recognition.

  • More information: How to set up automatic indexing step by step is described in the next chapter How-to: Configure an IDP configuration.

  1. Go to DocuWare Configuration > Capture > DocuWare IDP.

  2. Enter the API key for access to natif.ai and click Connect.
    Get the key in your natif.ai account. If in doubt, ask your DocuWare contact.

  3. After the access to IDP is provided, all document classifiers in your account will be available for selection. Select the IDP classifier for the document types you want to import and automatically index.

  4. Click New Configuration.

  5. Configure the automatic indexing of a document in these four tabs:

Decide for which document type the current configuration should apply. For each document type to be imported like for example invoice or delivery note, a separate configuration is required.

  1. Upload an invoice – for example from Peters Engineering – as a sample into the configuration. This invoice serves as a template in the step Processing so that terms from the invoice can be mapped to the index fields of DocuWare.

  2. Use for document class: If your classifier is able to distinguish two document types – for example invoice and delivery note – select one document type here, for example invoice. This configuration will always be used for indexing when an "invoice" is detected during classification.

  3. IDP extractor: Select the extraction model for the invoice - this defines how the incoming documents are to be read exactly. Like the classification, the extraction model was also created in connection with the training of the AI at natif.ai.

Select the DocuWare file cabinet in which the document should be stored as a PDF after processing with IDP. This file cabinet must match the storage target specified for the mail import configuration to ensure correct indexing.

Additionally, select the store dialog whose index fields will be available in the next step Processing for mapping with the index terms from the document.

In this dialog the preview of the sample document in the step Source is shown. On the left side you see all the extracted terms from the sample document. Map the extracted terms to the DocuWare index fields. This determines which contents from the document are transferred as index entries to the DocuWare fields.

To embed the IDP configuration into a Connect to Mail configuration, you need user permission for the IDP configuration.

With this, you have set up the extraction and indexing of the document type “invoice”.

  1. Switch to DocuWare Configuration > Email General and open the Connect to Mail configuration for the email import.

  2. In the Automatic Document Processing section, select the previously created IDP configuration. If you have created more than one configuration and want it to be applied automatically based on the document type, select Auto Selection here.