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

Open Gateways > Mailboxes from the main navigation.
Choose New Mailbox.
Give the mailbox a name and, optionally, a description.
Either let Studio generate the address or type your own address prefix, for example invoices-northwind. The domain part is fixed per environment.
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. The prefixes dooap-studio, postmaster and abuse are reserved for Dooap Studio itself: Studio sends its notification emails, such as Human Task requests, from dooap-studio@ on the same domain.

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.

Images that the sender embedded in the message body — signature logos, or a screenshot pasted into the email — are stored as attachments too. They are marked Inline in the attachment list, and the HTML view of the body shows them in place instead of as broken images.

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:

Open the Action and select the Trigger node.
Choose Email Received.
Pick one or more mailboxes. Leave the selection empty to react to every mailbox in the tenant.
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.

When an email carries several attachments with the same file name, the later ones are stored as name (2).ext, name (3).ext and so on, in the order they appear in the email. The trigger payload, the inbox and the run's input files all use these stored names, so each attachment can be selected individually — for example invoice (2).pdf for the second of two files named invoice.pdf.

Images embedded in the email body (signature logos and the like) arrive as attachments as well. In the trigger payload each entry under triggerPayload.attachments carries isInline: true and a contentId for such images, and triggerPayload.hasFileAttachments is true only when at least one attachment is a real file. The Read Gateway Email Attachment input and the Get Gateway Email Attachment tool prefer file attachments over embedded images, so a pattern like * picks the attached document rather than a signature logo. When the picture in the body is what you need — for example an invoice pasted into the email — target it by name (*.png) or let an Agent step read it from the run's input files.

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, whether it has file attachments (ignoring images embedded in the body, such as signature logos), and whether it was classified as spam. A common setup is "Spam — is not spam" together with a sender or subject condition, or "File attachments — has file attachments" for a mailbox that receives documents.

Importing An Email-Triggered Action Flow

Mailbox ids are specific to a tenant, so an exported Action Flow (or Library template) cannot carry the mailbox selection across tenants. When you import such a flow, the import wizard shows a Mailboxes section listing this tenant's mailboxes: pick the ones the flow should listen to. If you select none, the flow receives email from every mailbox in the tenant until you narrow it in the trigger configuration.

Unpack Attached Emails

Suppliers and colleagues often forward an invoice email as an attachment, so the mailbox receives an .eml file whose content is the actual invoice email. By default such an email is stored as a single attachment. Turn on Unpack attached emails in the mailbox settings to have Studio open attached emails when they are received:

The files inside the attached email become attachments of the received email, alongside the .eml itself. Each unpacked attachment shows where it came from in the details panel and carries nestedIn (the .eml file name) in triggerPayload.attachments.
When the attached email has no file attachments, its body is stored as <name>.html (or .txt), so a body-only invoice inside a forwarded email is processed like a body-only email.
Images embedded in the attached email's body keep the isInline marking.
An email attached inside the attached email is unpacked one level further.
Unpacked files go through the same malware scanning as the email's own attachments, and are provided to runs as input files like any other attachment.

Actions therefore need no separate branch for forwarded emails: the Read Gateway Email Attachment input and the attachment list in the trigger payload already contain the nested files. The setting applies to emails received after it is turned on; re-triggering an older email does not unpack it.

Send Email From A Mailbox

Mailboxes can also send email, so an Action Flow can reply to the sender or deliver notifications and reminders from a real tenant address.

Sending is off by default. To allow it, edit the mailbox and turn on Allow sending. The mailbox must also be enabled.

In the Action Flow, use the Send_Gateway_Email tool in an Agent Step or Tool Step:

mailbox — the sending mailbox as its address, name, or id. In a run started by the Email Received trigger this defaults to the mailbox that received the email, so a reply needs no mailbox parameter at all.
to, cc, bcc — one or more addresses, separated by commas or semicolons.
subject and body, with bodyContentType set to Text (default) or HTML.
attachments — files already present in the run, such as a PDF produced by an earlier step or an attachment loaded with Get Gateway Email Attachment. Use "latest" for the most recent file. The total message size must stay under 25 MB.

The email is sent with the mailbox name as the display name, and replies go back to the same mailbox — where they can start Action Flows again through the Email Received trigger.

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.