Configuration

This guide covers advanced configuration options for email ingestion.

Email Address Configuration

Email Prefixes

Each organization can configure multiple email prefixes, each with its own settings:

interface EmailIngestionConfig {
  // Email prefix (e.g., 'invoices', 'bills', 'expenses')
  emailPrefix: string;

  // Default document type when classification fails
  defaultDocumentType: DocumentType;

  // Use AI to classify incoming documents
  autoClassify: boolean;

  // NetSuite connection for record creation
  netsuiteConnectionId?: string;

  // Enable/disable this email address
  isActive: boolean;
}

Creating Email Prefixes

Via the Dashboard:

Navigate to Settings > Integrations > Email Ingestion
Click Add Email Address
Enter the prefix (letters, numbers, hyphens only)
Configure processing options
Save and test

Via the API:

const response = await fetch('/api/email-ingestion/config', {
  method: 'POST',
  headers: {
    'Authorization': 'Bearer sk_...',
    'Content-Type': 'application/json'
  },
  body: JSON.stringify({
    emailPrefix: 'invoices',
    defaultDocumentType: 'vendor_bill',
    autoClassify: true,
    netsuiteConnectionId: 'conn_abc123'
  })
});

Reserved Prefixes

Some prefixes are reserved and cannot be used:

admin, support, help, info
noreply, no-reply, donotreply
postmaster, abuse, webmaster

Classification Settings

Auto-Classification

When autoClassify is enabled, the AI classifier analyzes:

Email metadata: Subject, sender, headers
Document content: Text, layout, visual elements
Attachment filename: Pattern matching

// Classification result
interface ClassificationResult {
  documentType: DocumentType;
  confidence: number;      // 0.0 - 1.0
  reasoning: string;       // AI explanation
  detectedVendor?: string; // Extracted vendor name
  detectedCustomer?: string;
  keyIndicators: string[]; // What triggered classification
}

Confidence Thresholds

Configure how the system handles different confidence levels:

Confidence	Action
`>= 0.9`	Auto-process immediately
`0.7 - 0.9`	Process with review flag
`< 0.7`	Send to human review queue

// Custom thresholds (per email prefix)
{
  emailPrefix: 'invoices',
  confidenceThresholds: {
    autoProcess: 0.9,
    reviewFlag: 0.7,
    humanReview: 0.5
  }
}

Classification Override

Force a specific document type based on email patterns:

{
  emailPrefix: 'expenses',
  classificationOverrides: [
    {
      // If sender matches, force document type
      condition: { senderDomain: 'uber.com' },
      documentType: 'receipt'
    },
    {
      // If subject contains keyword
      condition: { subjectContains: 'expense report' },
      documentType: 'expense_report'
    }
  ]
}

Processing Options

Attachment Handling

interface AttachmentSettings {
  // Maximum attachment size in bytes (default: 25MB)
  maxSizeBytes: number;

  // Allowed MIME types
  allowedMimeTypes: string[];

  // Process inline images from email body
  processInlineImages: boolean;

  // Combine multiple attachments into one job
  combineAttachments: boolean;
}

Default allowed MIME types:

application/pdf
image/png
image/jpeg
image/webp
image/tiff

Processing Priority

Set priority for different email sources:

{
  emailPrefix: 'urgent',
  processingPriority: 'high',  // 'low' | 'normal' | 'high' | 'critical'
  maxProcessingTimeMs: 30000
}

Notification Settings

Sender Notifications

Configure emails sent to document senders:

interface NotificationSettings {
  // Send confirmation when document is received
  sendReceiptConfirmation: boolean;

  // Send notification when processing is complete
  sendProcessingComplete: boolean;

  // Send notification on errors
  sendErrorNotification: boolean;

  // Custom "from" address for notifications
  notificationFromAddress?: string;
}

Internal Notifications

Configure notifications to your team:

{
  emailPrefix: 'invoices',
  internalNotifications: {
    // Email addresses for notifications
    recipients: ['accounting@company.com'],

    // Events to notify on
    events: [
      'document_received',
      'human_review_needed',
      'netsuite_sync_failed'
    ],

    // Daily digest instead of real-time
    digestMode: false
  }
}

Routing Rules

Sender-Based Routing

Route documents based on sender:

{
  emailPrefix: 'invoices',
  routingRules: [
    {
      condition: {
        type: 'sender_domain',
        value: 'supplier1.com'
      },
      action: {
        assignTo: 'accounts-payable',
        priority: 'high',
        netsuiteSubsidiary: 'US Operations'
      }
    }
  ]
}

Subject-Based Routing

Route based on email subject:

{
  routingRules: [
    {
      condition: {
        type: 'subject_matches',
        pattern: '^PO-\\d+',  // Regex pattern
      },
      action: {
        documentType: 'purchase_order',
        autoApprove: false
      }
    }
  ]
}

Amount-Based Routing

Route high-value documents differently:

{
  routingRules: [
    {
      condition: {
        type: 'extracted_amount',
        operator: 'greater_than',
        value: 10000
      },
      action: {
        requiresApproval: true,
        approvers: ['cfo@company.com'],
        priority: 'critical'
      }
    }
  ]
}

Duplicate Detection

Configure how duplicates are handled:

interface DuplicateSettings {
  // Enable duplicate detection
  enabled: boolean;

  // Fields to check for duplicates
  matchFields: string[];  // e.g., ['invoiceNumber', 'vendorName', 'total']

  // Time window for duplicate check (hours)
  lookbackHours: number;

  // Action on duplicate
  action: 'reject' | 'flag' | 'process';
}

Default duplicate fields:

Invoice Number + Vendor
Document Hash (for identical files)

Integration Settings

Webhook Configuration

Receive real-time updates via webhooks:

{
  emailPrefix: 'invoices',
  webhooks: {
    url: 'https://your-app.com/webhooks/adteco',
    secret: 'whsec_...',
    events: [
      'email.received',
      'document.classified',
      'extraction.completed',
      'netsuite.synced',
      'netsuite.failed'
    ]
  }
}

API Access

Enable API access for programmatic configuration:

// List all configurations
GET /api/email-ingestion/config

// Get specific configuration
GET /api/email-ingestion/config/{prefix}

// Update configuration
PATCH /api/email-ingestion/config/{prefix}

// Delete configuration
DELETE /api/email-ingestion/config/{prefix}

Environment Variables

Required environment variables for self-hosted deployments:

# AWS SES Configuration
AWS_SES_REGION=us-west-2
INBOUND_EMAIL_BUCKET=your-bucket-name

# Email Domain
EMAIL_DOMAIN=adteco.io

# Processing
MAX_ATTACHMENT_SIZE_MB=25
PROCESSING_TIMEOUT_MS=120000

Troubleshooting Configuration

Test Your Configuration

Use the test endpoint to verify settings:

curl -X POST /api/email-ingestion/test \
  -H "Authorization: Bearer sk_..." \
  -H "Content-Type: application/json" \
  -d '{
    "emailPrefix": "invoices",
    "testDocument": "base64...",
    "simulateOnly": true
  }'

Common Issues

Email not being received:

Verify MX records are configured correctly
Check the email prefix is active
Ensure sender is not in spam/blocklist

Classification always returning low confidence:

Improve document quality (higher resolution scans)
Add classification overrides for known senders
Adjust confidence thresholds

NetSuite sync failing:

Verify connection credentials
Check entity existence (vendor must exist)
Review required field mappings

Configuration

On this page