Automated Email & Hot Folder Document Ingestion
Bring documents into Dockria from email inboxes and shared folders. Your team sets up the connections and filing rules. Check imported files and details before relying on them.
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How it works and what to check
Many critical business documents arrive via email: invoices from suppliers, contracts from clients, reports from field offices. Others land in shared network folders from scanners, ERP exports, or partner file drops. Manually saving, classifying, and filing these documents is tedious, error-prone, and a waste of skilled employees' time.
Dockria's Email Ingestion monitors designated email inboxes and automatically captures incoming attachments. Configure rules to classify documents based on sender, subject line, or attachment type. An invoice from a known supplier automatically files under 'Accounts Payable' with the correct vendor metadata applied.
Hot Folder Monitoring works similarly for network directories. Point Dockria at any folder, and new files are automatically ingested, classified, and made available in the system. This is particularly powerful for integrating with scanners, which can deposit scanned documents directly into a monitored folder for instant processing.
Imported files may enter configured processing. Embedded digital text can be extracted, but image-only scans are not transcribed by the assessed path and may yield no text. AI-assisted metadata, review routing and notifications depend on configuration and successful processing.
Re-imports are handled deterministically rather than left to chance. When the same document arrives a second time (for example, a supplier resends an invoice or a scanner re-uploads a batch) Dockria recognises it and adds the file as a new version of the existing record instead of creating duplicate clutter in your repository. The original document, its metadata, and its history stay intact, while the new arrival sits cleanly on top as the latest version.
Evaluate title-collision and duplicate handling against your configured import rules. Review available processing and activity evidence rather than assuming each ingestion decision has a complete audit record.
Key Benefits
Email Inbox Monitoring
Automatically capture attachments from monitored email addresses and classify them based on configurable rules.
Hot Folder Monitoring
Watch network directories for new files and automatically ingest them with the correct classification and metadata.
Auto-Classification
Rules based on sender, subject, file type, or folder determine how incoming documents are classified and filed.
Deterministic Duplicate Handling
Re-imports of the same document become new versions of the original record instead of duplicate entries, keeping your repository clean and your history intact.
Automatic Title-Collision Resolution
When two genuinely different documents arrive with the same title, Dockria assigns a unique title and records a clear linkage back to the original, no silent overwrites.
Review Import Evidence
Check available activity records and processing outcomes for your configured import rules.
Digital Text Processing
Extract available embedded digital text after import. Image-only scans may yield no text and need metadata for retrieval.
Industry Use Cases
Accounts payable departments automatically capture and classify supplier invoices arriving via email, triggering approval workflows.
Law firms capture incoming correspondence and court filings from email into the appropriate matter folders automatically.
Government departments capture citizen correspondence and inter-agency communications arriving via email.
Quality control teams automatically ingest inspection reports and test certificates deposited by scanning stations.
Related Features
See How This Feature Applies to Your Industry
Ready to see email & hot folder ingestion in action?
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