Use General Email (Connect to Mail) to automatically import and store emails and attachments in DocuWare. The setup consists of creating a mail service, defining a storage configuration, and linking one or more mailboxes.
Ensure users have the required rights to access the configuration, store documents, and use the selected store dialog.
Authorizations
Functional right: Users who should see and use the General email area in DocuWare Configuration need the Configure Connect to Mail functional right, which can be granted in DocuWare Configurations > General > User Management > Functional Profiles.
File cabinet right: To import emails, user must have the right to store them in the target file cabinet. The permissions can be granted in DocuWare Configurations > Document Storage > File cabinets > Permissions.
Store dialog: Assign the store dialog selected for indexing to the relevant users. The permissions can be granted in DocuWare Configurations > Document Storage > File cabinets > Permissions.
1. Create a mail service
Create a mail service that connects to your email provider. This is typically set up centrally by an administrator.
The server running Background Process Service (BPS) must be able to connect to the mail service host and ports; adjust firewall settings as needed.
The mail service establishes the connection to your email provider. You will select this service when linking the storage configuration to the email account (step 3).
The mail service is usually set up across the company by the DocuWare administrator.
2. Create a storage configuration
Define the storage target in DocuWare, a file cabinet or a document tray, and automatic indexing for imported emails.
Select a store dialog for indexing. Index fields can be populated by:
Fixed value: Enter a constant value in the configuration; it is not changed during import.
Email property: Read values from the email, for example, sender, attachments, CC name, send date, and write them to index fields.
A single storage configuration can be reused by multiple users and mailboxes.
With DocuWare 7.11, you can use Automatic Document Processing to index attachments more accurately than basic import rules. See the dedicated help for setup.
3. Connect the storage configuration to your email account
Link one or more email accounts in the General Email overview. In your storage configuration, select Connect email account, choose the mail service, and enter credentials for the inbox to be retrieved.
For DocuWare Cloud with Microsoft Exchange Online, you do not need a dedicated mail service. Select Exchange Online as the service; DocuWare will establish the connection automatically.
Note for DocuWare prior to 7.2
Prior to 7.2, storage configuration and mailbox connection were handled in separate interfaces. From 7.2 onward, both steps are available in a single interface, subject to user authorization.
Microsoft 365 shared mailboxes
From DocuWare 7.13, General Email supports archiving from Microsoft 365 shared mailboxes, in addition to personal mailboxes.
No additional Microsoft 365 user license is required for shared mailbox archiving. An app must be registered in Azure AD with the required permissions.
Access uses Microsoft Graph and OAuth2; permissions and mailbox access are controlled and revocable in Microsoft 365/Azure AD. For the app registration, following permissions are needed:
Mail.ReadWrite: Ensures basic mailbox access for the signed-in account and any mailbox the account can open.
Openid: Enables sign-in via OpenID Connect and provides an ID token to identify the user.
Offline_access: Maintains access to the data for which access has been granted.
Mail.ReadWrite.Shared: Ensures the app can access shared mailboxes explicitly, supporting scenarios where the account is not the mailbox owner.
Before connecting a shared mailbox in a General Email configuration, confirm your personal Microsoft 365 account has been granted the required rights (e.g., Full Access or Send As) by your administrator. To connect a shared mailbox with a General Email configuration, you need to enter the shared mailbox address in the Email field of the Login data, then sign in with your personal account that has access to that mailbox.