How to set up creating items from emails

This article is for Aptien administrators, who can configure organizer settings.

How to set up email capture

1. Open the organizer where you want new items to be created from incoming emails
2. If you are an administrator, you will see a pencil icon next to the organizer name. Click it to open settings.
3. In Settings, select “Plugins”, then click the Set up button for the “Auto-create from email” extension.

Jak nastavit rozšíření pro stahování e‑mailů

Aby vše správně fungovalo, připojte svou e‑mailovou schránku a nastavte, co se má stahovat a kam se budou data ukládat. Nastavení se skládá ze dvou povinných kroků a jednoho volitelného.

Step 1: Set up email connection (required)

1. Enter your mailbox email address, IMAP server, and password
2. Test the connection using the "Test connection" button
3. Select the default record category and the folder for saving attachments
4. Choose how often emails are synced to Aptien. (Note: This feature is available in the Enterprise plan or as a paid add-on)

Step 2: Field Mapping (required)

1. Click the “Set Mapping” button.
   
2. Select which fields in the record will receive data from the email. The preview shows how the result will look.
3. Save your settings.

Step 3: Rules (optional)

1. Click the “Add rule” button.
2. Set filters to fit your needs—for example, exclude emails from specific senders (such as automated notifications or newsletters).

IMPORTANT: Enable the Extension

Don’t forget to start the download (synchronization). If you don’t activate downloading after setup, the extension will not work.

Pause option: You can turn off automatic record creation from emails at any time. In that case, creating new items from emails will be temporarily paused.