Glossary
Email-to-folder import
Also called: watched mailbox, email capture
Email-to-folder import monitors a mailbox and files incoming messages and their attachments into a specified folder automatically. It exists because email is where most documents arrive, and because intake that depends on someone remembering to file does not happen reliably.
Email-to-folder import explained
Why automatic beats manual
Manual filing competes with everything else a person is doing, and it loses. An invoice mailbox that files automatically produces a complete record; one that relies on a person forwarding messages produces a record with gaps that nobody notices until a supplier queries a payment.
The other advantage is absence detection. If everything arrives in one monitored place, a missing document is visible. If documents arrive in individual mailboxes, absence is invisible.
Configuration that makes it reliable
A dedicated address per intake stream — invoices, applications, delivery notes — rather than one catch-all, so the destination folder and document type can be inferred from the address rather than from the content.
Store the message body as well as the attachments. The covering email is frequently the evidence of what was agreed, and it is the part discarded when only attachments are filed.
Where it needs help
Messages with several unrelated attachments, and messages where the useful document is embedded in the body rather than attached. Both need a person, and both are why an intake queue with a small amount of human review usually outperforms a fully automatic pipeline.
Retention from the outset
A message filed automatically should pick up the retention rule of its document type on arrival, not later. An intake stream that produces unclassified records simply moves the backlog from a mailbox into a repository.
FAQ
Email-to-folder import: common questions
What stops spam being filed as records?
Address the mailbox restrictively, apply the organisation's normal mail filtering before import, and review the intake folder rather than filing straight into the live repository.
Can the destination be chosen automatically?
By the receiving address, reliably. By content classification, usually — as a proposal for confirmation rather than a silent decision, because a record filed confidently in the wrong place is hard to find again.
Related terms
- Document captureDocument capture is the process of getting documents into a system and making them usable: scanning or importing, recognising text, classifying, extracting fields and applying metadata.
- Duplicate detectionDuplicate detection identifies documents whose content is already present in the repository, normally by comparing a cryptographic hash of the file.
- Full-text searchFull-text search queries the words inside documents rather than only their names and metadata.
- Intelligent document processingIntelligent document processing combines optical character recognition with machine learning to classify a document, extract named fields from it and route it onward.
- MetadataMetadata is structured information about a document rather than inside it: its type, owner, date, status, retention class and any fields specific to its kind.
- Optical character recognitionOptical character recognition converts an image of text into machine-readable characters.
Última revisão: 28 de agosto de 2026. Browse the full glossary.