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How to configure Email Watching

Article # 3016729 - Page views: 936

Start the email inbox watching setup wizard from the following locations in the ShareScan Administration Console:

  • click Watch email inbox via POP3 in the Watching pane on the Devices tab
  • click Set up watching on the Home tab and select Watch email inbox via POP3 from the button dropdown
  • right-click on the Watching pane and choose Add Watch email inbox via POP3 from the menu.

The New watcher - New Rule wizard starts. It is good practice that you set up a separate inbox for all emails whose attachments you want to monitor.

  1. Set Watcher name: This field is mandatory.
  2. Configure the following:
    • E-mail server: name of the POP3 mail server to be monitored
    • Port: port used to access the POP3 mail server
    • User ID: user name of the account to access the POP3 mail server
    • Password: password of the account to access the POP3 mail server
    • Security: connection security options
    • Ignore Invalid SSL Certificate: ignore invalid certificates (revoked, untrusted root, expired)
  3. Click Next or Schedule watching to continue.

The Schedule watching panel is displayed.

  1. Specify the following settings:
    1. Scheduling interval (s): how often search for input files should run
    2. Scheduling from: starting time of scheduling
    3. Scheduling to: end time of scheduling. Note that a maximum period of 1day (23:59) can be set as scheduling interval
  2. Click Next or Set processing rules to continue.

    The Set processing rules panel is displayed. Specify the following settings:

    1. Set Rule name: This field is mandatory.
    2. Set Priority: provide a value between 1 to 5 to manage potential conflicts between rules watching the same folder with overlapping filters (for instance, two rules that both take PDF files as input). In such cases the higher priority rule processes the input file. The highest priority value is 1. It is strongly recommended that you use different priority settings for your potentially conflicting rules.
    3. Select the processing mode: 
      1. Process as (scanned) images: This mode processes incoming files as if they are all actual scans - that is, all scanning-related operations and transformations (for instance deskew, ocr, bates stamping, etc.) set in the assigned connector profile are carried out on them. Pages processed as (scanned) images are included in the total page count.
      2. Route to destination without processing: Use this mode if you want pass your files to their destinations without processing and/or transformation. (Your scans will be stored in their native file format.) Routing leaves the original file names in place: to apply new naming use Advanced File Naming (under Document Naming Option in the assigned connector profile).
    4. For either option, you can assign the filetypes to be handled by the rule. Simply mark the extensions you want to be handled by your rule.

      IMPORTANT: Since e-mail attachments not matching any of the rules are removed, it is recommended that you set up other, "secondary" rules to collect these files. Assign these secondary rules a lower priority (higher number) than your primary rules, and have them cover all file extensions that are not handled by your other rules targeting the same inbox. Choose the routing processing mode for these rules and use such connectors as Scan to File or Quick Connect for file delivery.

      To modify your list of choices, click the Edit button to reach the filetype editing dialog. Select/deselect filetypes as needed and confirm your choice with any of the following buttons:

      1. Add: type the extension into the field, and click this button.
      2. Remove Selected: mark the extensions to be removed from the list and click this button. You can remove any of the factory default supplied extensions as well as the ones you have added.
      3. Cancel: discard changes.
      4. Save & Close: confirm your updates and return to the wizard panel.
  3. Click Next or Add more filters to continue.

    The Additional filtering panel is shown.

    1. Use these options only if you want to include or exclude files with specific names. Your options are:
      1. Only include files named
      2. Exclude files named

      Name filters must be in the format filtername*.

    2. Click Next or Associate with a profile to proceed.

    In the next panel, you can associate an Express connector profile with the watch folder. This will process the incoming files. Please note that it can use only such Document Services that do not involve end-user interaction.

  1. Select a connector profile.
  2. Click Next or Set post-processing options to proceed.

    In this panel you can configure the following:

    1. Set Rule owner: this is the person to whom the rule is assigned. To set up multiple owners, list them separated by semicolons, in the domain\user format.
    2. Configure the Send notification to option, if applicable: provide notification email address.
    3. Choose what type of notification email to receive:
      1. On successful processing
      2. On failed processing
    4. Set what happens to processed files - configure the Processed files will be: option as follows:
      • Deleted: files are deleted after processing
      • Moved to: files are moved to a specified folder, or kept in the watch folder. This folder must be accessible to the account running the watcher service.
    5. Set what happens to failed jobs; Configure Move failed jobs to option: browse for a folder where failed jobs will be stored. This folder must be accessible to the account running the watcher service.
    6. Click Next to proceed.
    7. Review the full summary of your rule and click GO! to apply the rule.


For additional information regarding the Email Watching service please refer to the .