Email

Outlook 365 integration

At the top and in the connectors list you can see whether a connector is active or not. In the right pane you can see that the top section lists the folders which have been configured to upload documents in training or production. These can be activated, deactivated and deleted. The bottom section is visible after clicking the "+ Create" button. This allows you to choose a folder which needs to upload emails in training or production.

Clicking the sync table allows you to refresh the list, this is handy for when you created a new folder while configuring the input.

How e-mails will be added to Metamaze

E-mail integration is configured per folder in your e-mail inbox. Any folder can be linked to either the production pipeline or the training pipeline.

All e-mails in the configured folders will be automatically processed by Metamaze. That includes e-mails that have a "read" status.

Only emails with a size smaller than 25 MB will be processed

From e-mails to Metamaze uploads and documents

By default, each e-mail will be exactly one upload with the following documents:

  • One document for the e-mail body. The e-mail body will be displayed in a way similar to what a print of an e-mail looks like and include formatting, inline images and headers like From:, Subject: and if applicable CC:.

  • One document for every attachment that has a supported file format (PDF, TIFF, JPEG, โ€ฆ).

Depending on your page management settings, you can also treat every e-mail as one document and automatically merge all attachments with the e-mail body.

Note that it can take at most a couple of minutes for e-mails to arrive in Metamaze.

What happens to the original e-mail?

The original e-mail will not change in any way. The default Metamaze integration is read-only. This means the e-mail will not be moved automatically to a different folder. If the e-mail read status is "unread" it will remain "unread". If you would like different behavior, feel free to open a feature request.

Duplicate detection

Any emails that have already been processed will be ignored, based on the following information from the email:

  1. Subject line

  2. Sender's address

  3. Recipients' addresses

  4. Body content

  5. Attachments

Shared mailbox

You can process shared mailboxes by pasting the id of the shared mailbox. This will allow you to add different folders that need to be processed. Folders setup for processing this way won't be deleted if you change the shared mailbox id. This allows you to set up different folders to be processed from different shared mailboxes!

Configuration

For integrating incoming e-mails to Metamaze, there are three options: via forwarding, via direct integration or via application-based integration

Integration via forwarding to <youralias>@metamaze.eu

You can request an alias that is fully managed by Metamaze.

Next, set up an automatic forwarding rule or permanent copy from your e-mail address to this one. If your workflow does not require all e-mails but only specific ones, you can tailor the rules as needed or even only do manual forwarding with e.g. a custom action.

Direct integration

To set up the integration between Metamaze and your mail server directly, the process is as follows:

  1. If you are not logged in yet on Outlook in your browser, first open an incognito modus and log in with the correct Outlook account

  2. Click the "Connect" button

  3. You will see a screen asking you to approve the minimal permissions that are needed for Metamaze to process your e-mails. Note that you will need to have sufficient permissions to grant those permissions for that mailbox.

  4. Grant the permissions to the Metamaze integration.

  5. You will see a confirmation page that tells you the integration was set up correctly.

E-mail integration is supported with Outlook 365 and supports Microsoft Graph API v1.0 or higher.

Application-based integration

This step-by-step guide will walk you through the process of connecting your application-based Outlook integration

Step 1: Access Project Settings

Go to the project settings of your project and locate the "Connect" option.

Step 2: Admin Account Login

On the following screen, click on "Login as Admin Account" and enter your admin account credentials to proceed.

Step 3: Approve Permissions

Grant the necessary permissions as requested to establish the connection successfully.

Step 4: Connection Confirmation

Congratulations! You are now connected to Outlook. You can create new Outlook integrations in Metamaze. The only remaining field we need is the ID of the mailbox/user. Retrieve the user ID using the following link: Find tenant ID, domain name, user object ID - Partner Center

Step 5: Verify Mailbox Folders

If everything went smoothly, you should be able to view the folders of the connected mailbox. At this stage, creating integrations is similar to the regular Outlook integration process.

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