Gateway Mailboxes

Gateway Mailboxes give your tenant real email addresses that Studio owns. Email sent to one of these addresses is received by Studio, stored with its attachments, and can start an Action Flow automatically — for example capturing supplier invoices that vendors email to you.

When To Use Mailboxes

• Capture documents that arrive by email, such as invoices, statements, or order confirmations.
• Give each customer, company, or process its own address so incoming mail is pre-sorted.
• Start an Action Flow from an email without anyone forwarding or uploading files manually.

Create A Mailbox

1. Open Gateways > Mailboxes from the main navigation.
2. Choose New Mailbox.
3. Give the mailbox a name and, optionally, a description.
4. Either let Studio generate the address or type your own address prefix, for example invoices-northwind. The domain part is fixed per environment.
5. Save. The address is ready immediately — use Copy to share it with the sender.

Addresses are globally unique and stay reserved even after a mailbox is deleted, so an address is never reused by another tenant.

Tenant admins manage mailboxes; all tenant users can read the received emails.

Create Mailboxes From Dooap Companies

If your tenant has a Dooap App configured, From Dooap Companies creates one mailbox per company in a single step, with generated names and addresses based on the company code. Companies that already have a mailbox are shown as existing and skipped.

Read Received Emails

The Received Emails list shows every email the tenant's mailboxes have received. Select a row to open the email details panel with the sender, recipients, body (plain text or original HTML), and attachments. Attachments can be previewed inline and downloaded.

Use the search box to find emails by sender, recipient, subject, or the beginning of the body, and the date pickers to limit the list to a period. Selecting a mailbox row filters the list to that mailbox. Filters are part of the page address, so a filtered view can be shared as a link.

The details panel also offers:

• Action Runs — links to each run the email started, to see exactly how it was processed.
• Re-trigger — dispatch the email again to the Actions that are published now. Use this after building or enabling an Action for a mailbox that already received email. You can re-trigger several emails at once by selecting them in the list.
• Archive — dismiss a reviewed email so it no longer appears under the failed or unprocessed filters. Re-triggering an archived email un-archives it.
• .eml — download the whole email for troubleshooting in a mail client.

Email Statuses

Status	Meaning
Received	Stored and about to be dispatched.
Scanning	Attachments are being checked for malware.
Processing	Dispatched to one or more Actions whose runs are still going.
Processed	All triggered Action runs finished successfully.
Not processed	No published Action matched the email.
Failed	An Action run failed, or the email could not be processed.
Quarantined	Malware was found in an attachment; the email was never processed.
Archived	Dismissed by a user.

Trigger An Action From Email

To process incoming email, bind an Action to the Email Received trigger:

1. Open the Action and select the Trigger node.
2. Choose Email Received.
3. Pick one or more mailboxes. Leave the selection empty to react to every mailbox in the tenant.
4. Save the trigger and publish the Action.

Attachments of the triggering email are provided to the run as input files, so an OCR step can read an attached PDF without any extra configuration. To pick a specific attachment — for example only the PDF when the sender also attaches images — add the Read Gateway Email Attachment input to the step and set a file name pattern such as *.pdf.

Filter Which Emails Start The Action

Under Filter, add Email Conditions to narrow down which emails trigger the Action. All conditions must match. You can filter on the To, From, and Cc addresses, the subject, the body, whether the email has attachments, and whether it was classified as spam. A common setup is "Spam — is not spam" together with a sender or subject condition.

Spam And Malware Protection

Incoming email is checked before it reaches your Actions:

• Spam — emails classified as spam are marked with a Spam badge in the list and details. They are still received, so you decide what to do with them; use the Spam filter condition to keep them from triggering Actions.
• Malware — attachments are scanned before any Action runs. Clean attachments continue to the Action as normal. If malware is found, the email is Quarantined: it never triggers an Action, its attachments cannot be opened or downloaded, and the details panel shows what was detected.

If a scan cannot be completed, the email is marked Failed rather than processed, so unscanned content never reaches an Action. Re-trigger the email to scan it again.

Good To Know

• Email sent to an address that does not exist, or to a disabled mailbox, is dropped silently.
• Duplicate deliveries of the same message are ignored, so a sender's retry does not run your Action twice.
• Deleting a mailbox stops new email from being accepted; already received emails stay in the list.

---