Manage company e-mail addresses

You can set up special e-mail addresses in Scopevisio to simplify collaboration with business partners even further. For example, you can define a special e-mail address for your suppliers. All incoming invoices that are sent to this address are automatically added to the invoice receipt book.

You can also set up such a mailbot for partners or customers - here with reference to a Teamwork collection. All documents sent to this address will then end up in the corresponding Teamwork collection.

Company email address

You define the mailbots for both the invoice receipt book and for Teamwork under System administration > Email administration > Manage company email addresses.

A form opens in which you can view and manage existing company email addresses. Click on Add to create a new company email address.

1. The alias "Incoming invoice" is automatically created to uniquely name the address for the supplier using it.

2. Scopevisio automatically generates a new Mailbot email address each time you choose this option. This is individual and unique in terms of its assignment. To make this very long and cryptic address more manageable, the system assigns an alias name (1), such as "Incoming invoice" here. This also makes it easier for your supplier to distinguish this email address from any other email contacts when sending invoices to your company.
   Clicking on the link immediately opens a new email addressed to this alias.

3. Click on the small icon to copy the automatically generated e-mail address visible above to the clipboard. This is useful if you want to tell your supplier that they should use the corresponding e-mail address from now on. In order to be able to use the automatic assignment to the invoice book function, the supplier must also be informed and use the new email address generated for them. Click here for our expert tip on how best to implement this.

Our tip: Copy this email address into your email program so that you can use rules to redirect other incoming invoices directly to the invoice receipt book.

1. Under "Internal name", you can assign another name independently of the alias name, which will be displayed in the list of the company's email addresses and can be used to differentiate between the various incoming invoices. The system automatically assigns the name "Incoming invoice".

2. By default, "Active" is selected here, but you can also decide to temporarily switch this e-mail address to inactive. In this case, invoices are not automatically forwarded to the invoice receipt book. Instead, they will be intercepted by your regular email program and then moved manually to the invoice receipt book if required.

3. As an action in this selection, you can decide whether the documents should be assigned to the invoice receipt book as an incoming invoice or directly to Teamwork. Please note that everything that is assigned to the invoice receipt is also automatically stored in Teamwork - but not vice versa. If you switch to "Teamwork", both the field below ("Type") and the name above under "Alias name" change to "Collection".

4. Under "Type" you can choose between incoming invoice, outgoing invoice or other document, under "Collection" you will be shown the names of the various collections in Teamwork in a selection list.

5. In the security settings, you can now choose from a range of options, each of which relates to an entire group of contacts. This is where the "all or none" principle comes into play, as you do not have the option to select individual contacts. Either all contacts in the proposed group are activated for the function by selecting "Yes" or none if "No" is selected. To the right of the selection field, you can see once again in detail to whom the definition "all contacts/suppliers/customers/partners" refers.

6. You can configure the following 5 fields according to your business practice:
   - store individual, selected e-mail addresses from your contact list. This setting overwrites the restrictions defined under (8).
   - fill it with additional email addresses from senders that are not stored in your contact data.
   - store your own email address here, which you normally use to receive invoices in your email program (e.g. rechnungseingang@xyz.com or invoice@gmail.com). This enables you to activate automatic forwarding from your e-mail program to the Scopevisio invoice receipt book.

7. If you create a mailbot, you will be informed of error messages by email as the default recipient. If you would like to extend the group of recipients to ensure that error messages do not accumulate unread in your email inbox, even during vacation and substitution periods, enter the addresses of colleagues who can respond instead of you.

Save your entries.

As you can see, Scopevisio offers you numerous options for individual customization. Take advantage of the many configuration options and simplify digital collaboration with your business partners!

The special e-mail addresses apply to the entire company, while personal e-mail addresses are assigned to individual users in the company.