Email connectors

The email connectors include input and output connectors:

• The Watched Mailbox connectors convert all emails that are placed into a configurable mailbox. After the conversion is finished, the mails are deleted.
• The Output Mailbox connectors copy the files to a configurable mailbox.
• The Send Email connectors are used to send an email to a configurable recipient.

Watched Mailbox (IMAP)

The Watched Mailbox (IMAP) connector converts all emails that are placed into a configurable mailbox on an IMAP server. After the conversion is finished, the mails are deleted.

Settings

• Host/Port: Host name and port of the IMAP server.
• SSL: Type of encryption for connecting with the IMAP server.
• Username and Password: Credentials for authenticating with the mail account.
• Mailbox Path: Path where all incoming message are to be converted.
• Attachments only: Turn on to process attached files only, and not the entire email body.
• Attach Skip Pattern: Specify attachments of an email that are skipped by the Conversion Service. Use glob patterns such as the * and ?. When you enable this option, the connector ignores attachments that match the specified patterns.
  • Expression: Enter valid glob patterns separated by semicolons. Patterns can include wildcards such as * and ? to match multiple or single characters.
  • Examples:
    • *.exe - Skip all attachments with the .exe extension.
    • *.jpg - Skip all .jpg image attachments.
    • invoice?.pdf - Skip attachments like invoice1.pdf, invoiceA.pdf, etc.
    • *report.docx - Skip attachments like myreport.docx, yourreport.docx, etc.
    • *.exe;*.jpg;invoice?.pdf;*report.docx - Skip attachments matching any of these patterns.

Variables

The following variables are set by this input connector:

• From: The sender of the email, including the display name if available.
  Examples:
  • John Doe <john.doe@example.com>
  • john.doe@example.com
• Subject: The subject of the email.

Watched Mailbox (Exchange Online)

This connector converts all emails that are placed into a configurable mailbox on a Microsoft Exchange Online server. After the conversion is finished, the mails are deleted.

When selecting a mailbox, the connector asks for access to the emails on the specified account. The user must consent to this, otherwise the connector does not work.

Settings

• Username: Credentials to authenticate with the server.
• Mailbox Path: Path where all incoming message are to be converted.
• Attachments only: Turn on to process attached files only, and not the entire email body.
• Attach Skip Pattern: Specify attachments of an email that are skipped by the Conversion Service. Use glob patterns such as the * and ?. When you enable this option, the connector ignores attachments that match the specified patterns.
  • Expression: Enter valid glob patterns separated by semicolons. Patterns can include wildcards such as * and ? to match multiple or single characters.
  • Examples:
    • *.exe - Skip all attachments with the .exe extension.
    • *.jpg - Skip all .jpg image attachments.
    • invoice?.pdf - Skip attachments like invoice1.pdf, invoiceA.pdf, etc.
    • *report.docx - Skip attachments like myreport.docx, yourreport.docx, etc.
    • *.exe;*.jpg;invoice?.pdf;*report.docx - Skip attachments matching any of these patterns.

Variables

The following variables are set by this input connector:

• From: The sender of the email, including the display name if available. Examples:
  • John Doe <john.doe@example.com>
  • john.doe@example.com
• Subject: The subject of the email.

Watched Mailbox (Gmail)

The Conversion Service provides Gmail-specific connectors for seamless integration with Gmail accounts. These connectors support two authentication methods:

• App Passwords: Authenticate using Gmail App Passwords, which requires 2-step verification.
• OAuth 2.0: Authenticate using your organization’s OAuth credentials from Google Cloud Console.

Watched Mailbox (Gmail App Passwords)

The Watched Mailbox (Gmail App Passwords) connector converts all emails that are placed into a configurable mailbox on Gmail’s IMAP server. After the conversion is finished, the mails are deleted. This connector uses Gmail App Passwords for authentication and has preconfigured Gmail IMAP settings.

Settings

• Username: Your Gmail email address.
• App Password: The Gmail App Password generated for your account.
  • To use the Gmail App Password, you must first enable 2-Step Verification on your Google account.
  • Once 2-Step Verification is enabled, generate an App password.
• Mailbox Path: Path where all incoming messages are to be converted.
• Attachments only: Turn on to process attached files only, and not the entire email body.
• Attach Skip Pattern: Specify attachments of an email that are skipped by the Conversion Service. Use glob patterns such as * and ?. When you enable this option, the connector ignores attachments that match the specified patterns.
  • Expression: Enter valid glob patterns separated by semicolons. Patterns can include wildcards such as * and ? to match multiple or single characters.
  • Examples:
    • *.exe - Skip all attachments with the .exe extension.
    • *.jpg - Skip all .jpg image attachments.
    • invoice?.pdf - Skip attachments like invoice1.pdf, invoiceA.pdf, etc.
    • *report.docx - Skip attachments like myreport.docx, yourreport.docx, etc.
    • *.exe;*.jpg;invoice?.pdf;*report.docx - Skip attachments matching any of these patterns.

Variables

The following variables are set by this input connector:

• From: The sender of the email, including the display name if available. Examples:John Doe <john.doe@example.com> or john.doe@example.com
• Subject: The subject of the email.

Watched Mailbox (Gmail OAuth 2.0)

The Watched Mailbox (Gmail OAuth 2.0) connector converts all emails that are placed into a configurable mailbox on Gmail’s IMAP server using OAuth 2.0 authentication. This connector requires your organization to create and provide OAuth credentials from Google Cloud Console.

Settings

• Username: Your Gmail email address.
• OAuth 2.0 Client ID: Your organization’s OAuth 2.0 Client ID from Google Cloud Console.
• OAuth 2.0 Client Secret: Your organization’s OAuth 2.0 Client Secret from Google Cloud Console.
• Mailbox Path: Path where all incoming messages are to be converted.
• Attachments only: Turn on to process attached files only, and not the entire email body.
• Attach Skip Pattern: Specify attachments of an email that are skipped by the Conversion Service. Use glob patterns such as * and ?. When you enable this option, the connector ignores attachments that match the specified patterns.
  • Expression: Enter valid glob patterns separated by semicolons. Patterns can include wildcards such as * and ? to match multiple or single characters.
  • Examples:
    • *.exe - Skip all attachments with the .exe extension.
    • *.jpg - Skip all .jpg image attachments.
    • invoice?.pdf - Skip attachments like invoice1.pdf, invoiceA.pdf, etc.
    • *report.docx - Skip attachments like myreport.docx, yourreport.docx, etc.
    • *.exe;*.jpg;invoice?.pdf;*report.docx - Skip attachments matching any of these patterns.

OAuth 2.0 Setup

Each organization must create their own Google Cloud Project and OAuth credentials. This ensures your email access is controlled by your organization.

To obtain OAuth 2.0 credentials:

1. Contact your IT department to set up a Google Cloud Project.
2. Your IT department should:
   • Go to Google Cloud Console.
   • Create a new project for your organization.
   • Enable the Gmail API.
   • Configure the OAuth consent screen.
   • Create OAuth 2.0 credentials (desktop app type).
3. Once set up, your IT department will provide the Client ID and Client Secret.
4. Enter the credentials in the Conversion Service Configurator.

Variables

The following variables are set by this input connector:

• From: The sender of the email, including the display name if available. Examples:John Doe <john.doe@example.com> or john.doe@example.com
• Subject: The subject of the email.

Output Mailbox (IMAP)

This connector copies files to a configurable mailbox on an IMAP server. In the case that the files are the original files coming from a Watched Mailbox input connector, the original email is copied as is. In all other cases, a new empty email is created with the files as attachment.

Settings

• Job Status: Each output connector can only be active for a subset of result statuses:
  • Success: The connector is active for all jobs that completed successfully without warnings
  • Warnings: The connector is active for all jobs that completed successfully with warnings
  • Success or Warnings: The connector is active for all jobs that completed successfully with or without warnings
  • Error: The connector is active for all jobs that failed
• Account Settings: Configure the IMAP server account.
  • Host/Port: Host name and port of the IMAP server.
  • SSL: Type of encryption for connecting with the IMAP server.
  • Username and Password: Credentials for authenticating with the mail account.
• Mailbox Path: Path where all incoming message are to be converted.
• File Set: The files to be copied to the output mailbox. You can either copy the unprocessed input files (originals) or copy the resulting files from the workflow to the output folder.
• Preserve Input Mail Body: Enable this option to copy the original mail body. Otherwise, a new empty email is created with the files as an attachment.

Output Mailbox (Exchange Online)

This connector copies files to a configurable mailbox on a Microsoft Exchange Online server. In the case that the files are the original files coming from a Watched Mailbox Exchange Online input connector, the original email is copied as is. In all other cases, a new empty email is created with the files as attachment.

Settings

• Job Status: Each output connector can only be active for a subset of result statuses:
  • Success: The connector is active for all jobs that completed successfully without warnings.
  • Warnings: The connector is active for all jobs that completed successfully with warnings.
  • Success or Warnings: The connector is active for all jobs that completed successfully with or without warnings.
  • Error: The connector is active for all jobs that failed.
• Username: Credentials to authenticate with the server.
• Mailbox Path: Path where all incoming message are to be converted.
• File Set: The files to be copied to the output mailbox. You can either copy the unprocessed input files (originals) or copy the resulting files from the workflow to the output folder.
• Preserve Input Mail Body: Enable this option to copy the original mail body. Otherwise, a new empty email is created with the files as an attachment.

Output Mailbox (Gmail)

The Conversion Service provides Gmail-specific output connectors that copy files to a configurable mailbox on Gmail’s IMAP server. These connectors support two authentication methods:

• App Passwords: Authenticate using Gmail App Passwords, which requires 2-step verification.
• OAuth 2.0: Authenticate using your organization’s OAuth credentials from Google Cloud Console.

Output Mailbox (Gmail App Passwords)

This connector copies files to a configurable mailbox on Gmail’s IMAP server using App Passwords authentication. In the case that the files are the original files coming from a Watched Mailbox input connector, the original email is copied as is. In all other cases, a new empty email is created with the files as attachment. This connector has preconfigured Gmail IMAP settings.

Settings

• Job Status: Each output connector can only be active for a subset of result statuses:
  • Success: The connector is active for all jobs that completed successfully without warnings.
  • Warnings: The connector is active for all jobs that completed successfully with warnings.
  • Success or Warnings: The connector is active for all jobs that completed successfully with or without warnings.
  • Error: The connector is active for all jobs that failed.
• Account Settings: Configure the Gmail IMAP server account.
  • Username: Your Gmail email address.
• App Password: The Gmail App Password generated for your account.
  • To use the Gmail App Password, you must first enable 2-Step Verification on your Google account.
  • Once 2-Step Verification is enabled, generate an App password.
• Mailbox Path: Path where all messages are to be saved.
• File Set: The files to be copied to the output mailbox. You can either copy the unprocessed input files (originals) or copy the resulting files from the workflow to the output folder.
• Preserve Input Mail Body: Enable this option to copy the original mail body. Otherwise, a new empty email is created with the files as an attachment.

Output Mailbox (Gmail OAuth 2.0)

This connector copies files to a configurable mailbox on Gmail’s IMAP server using OAuth 2.0 authentication. In the case that the files are the original files coming from a Watched Mailbox input connector, the original email is copied as is. In all other cases, a new empty email is created with the files as attachment. This connector requires your organization to create and provide OAuth credentials from Google Cloud Console.

Settings

• Job Status: Each output connector can only be active for a subset of result statuses:
  • Success: The connector is active for all jobs that completed successfully without warnings.
  • Warnings: The connector is active for all jobs that completed successfully with warnings.
  • Success or Warnings: The connector is active for all jobs that completed successfully with or without warnings.
  • Error: The connector is active for all jobs that failed
• Account Settings: Configure the Gmail OAuth 2.0 authentication.
  • Username: Your Gmail email address.
  • OAuth 2.0 Client ID: Your organization’s OAuth 2.0 Client ID from Google Cloud Console.
  • OAuth 2.0 Client Secret: Your organization’s OAuth 2.0 Client Secret from Google Cloud Console.
• Mailbox Path: Path where all messages are to be saved.
• File Set: The files to be copied to the output mailbox. You can either copy the unprocessed input files (originals) or copy the resulting files from the workflow to the output folder.
• Preserve Input Mail Body: Enable this option to copy the original mail body. Otherwise, a new empty email is created with the files as an attachment.

For information about OAuth 2.0 setup, see OAuth 2.0 Setup in the Watched Mailbox (Gmail OAuth 2.0) section.

Send Email

Send Email (SMTP)

This connector sends an email to a configurable recipient. Email properties such as TO, CC, BCC, subject, and body text can be configured freely and may contain variable placeholders to include dynamic data.

For example:

• Information about the processing such as error message, warnings or events.
• Variables set in the request of the REST Input connector.
• Query parameters from the REST Input connector.

The email can be configured to contain either the results or the original files as attachments.

Settings

• Job Status: Each output connector can only be active for a subset of result statuses:
  • Success: The connector is active for all jobs that completed successfully without warnings
  • Warnings: The connector is active for all jobs that completed successfully with warnings
  • Success or Warnings: The connector is active for all jobs that completed successfully with or without warnings
  • Error: The connector is active for all jobs that failed
• Account Settings: Configure the SMTP server account.
  • Host/Port: Host name and port of the SMTP server.
  • SSL: Type of encryption for connecting with the IMAP server.
  • Username and Password: Credentials for authenticating with the mail account. Click Validate to test that the Conversion Service can connect to the mail server.
• Message: Configure the message to be sent.
  • To / CC / BB: You can customize the recipients. Only one primary recipient can be configured per field.
    The email address may contain a display name in the form Display Name <address>. The address may contain placeholder variables coming from the input connector.
  • Subject: The subject may contain placeholder variables coming from the input connector.
  • Body: The body may contain placeholder values. The body is sent as plain text, HTML content is not supported.
• Attachments: The files to be included in the email. You can choose unprocessed input files (originals), copy the resulting files from the workflow to the output folder, or not include any attachments.

Send Email (Exchange Online)

This connector sends an email to a configurable recipient by using a Microsoft Exchange Online account. Email properties such as TO, CC, BCC, subject, and body text can be configured freely and may contain variable placeholders to include dynamic data.

For example:

• Information about the processing such as error message, warnings or events.
• Variables set in the request of the REST Input connector.
• Query parameters from the REST Input connector

The email can be configured to contain either the results or the original files as attachments.

Settings

• Job Status: Each output connector can only be active for a subset of result statuses:
  • Success: The connector is active for all jobs that completed successfully without warnings.
  • Warnings: The connector is active for all jobs that completed successfully with warnings.
  • Success or Warnings: The connector is active for all jobs that completed successfully with or without warnings.
  • Error: The connector is active for all jobs that failed.
• Username: Credentials to authenticate with the server. Click Validate to test that the Conversion Service can connect to the mail server.
• Message: Message to be included in the send mail.
  • To / CC / BB: You can customize the recipients. Only one primary recipient can be configured per field. The email address may contain a display name in the form Display Name <address>. The address may contain placeholder variables coming from the input connector.
  • Subject: The subject may contain placeholder variables coming from the input connector.
  • Body: The body may contain placeholder values. The body is sent as plain text, HTML content is not supported.
• Attachments: The files to be included in the email. You can choose unprocessed input files (originals), copy the resulting files from the workflow to the output folder, or not include any attachments.

Send Email (Gmail)

The Conversion Service provides Gmail-specific email sending connectors that send emails using the Gmail SMTP server. These connectors support two authentication methods:

• App Passwords: Authenticate using Gmail App Passwords, which requires 2-step verification.
• OAuth 2.0: Authenticate using your organization’s OAuth credentials from Google Cloud Console.

Send Email (Gmail App Passwords)

This connector sends an email to a configurable recipient using Gmail’s SMTP server with App Passwords authentication. Configure email properties such as TO, CC, BCC, subject, and body text. You can also add variable placeholders to include dynamic data in all the mentioned email properties. This connector has preconfigured Gmail SMTP settings.

For example:

• Information about the processing such as error message, warnings or events.
• Variables set in the request of the REST Input connector.
• Query parameters from the REST Input connector.

The email can be configured to contain either the results or the original files as attachments.

Settings

• Job Status: Each output connector can only be active for a subset of result statuses:
  • Success: The connector is active for all jobs that completed successfully without warnings.
  • Warnings: The connector is active for all jobs that completed successfully with warnings.
  • Success or Warnings: The connector is active for all jobs that completed successfully with or without warnings.
  • Error: The connector is active for all jobs that failed.
• Account Settings: Configure the Gmail SMTP server account.
  • Username: Your Gmail email address.
  • App Password: The Gmail App Password generated for your account.
    • To use Gmail App Passwords, you must first enable 2-Step Verification on your Google account.
    • Once 2-Step Verification is enabled, generate an App password.
  • Click Validate to test that the Conversion Service can connect to the Gmail server.
• Message: Configure the message to be sent.
  • From: The email address used to send the email. The address must correspond to the configured username; otherwise, you will not be able to send the email successfully. The email address may contain a display name in the form Display Name <address>. The use of placeholders is not permitted.
    • Examples: john.doe@gmail.com or John Doe <john.doe@gmail.com>
  • To / CC / BCC: You can customize the recipients. Only one primary recipient can be configured per field. The email address may contain a display name in the form Display Name <address>. The address may contain placeholder variables coming from the input connector.
  • Subject: The subject may contain placeholder variables coming from the input connector.
  • Body: The body may contain placeholder values. The body is sent as plain text, HTML content is not supported.
• Attachments: The files to be included in the email. You can choose unprocessed input files (originals), copy the resulting files from the workflow to the output folder, or not include any attachments.

Send Email (Gmail OAuth 2.0)

This connector sends an email to a configurable recipient using Gmail SMTP server with OAuth 2.0 authentication. Configure email properties such as TO, CC, BCC, subject, and body text. You can also add variable placeholders to include dynamic data in all the mentioned email properties. This connector requires your organization to create and provide OAuth credentials from the Google Cloud Console.

For example:

• Information about the processing, such as error messages, warnings, or events.
• Variables set in the request of the REST Input connector.
• Query parameters from the REST Input connector.

Under the File Set configuration option you can set the email to contain either:

• Results: The resulting files from the processing.
• Originals: The original unprocessed input files.

Settings

• Job Status: Each output connector can only be active for a subset of result statuses:
  • Success: The connector is active for all jobs that completed successfully without warnings.
  • Warnings: The connector is active for all jobs that completed successfully with warnings.
  • Success or Warnings: The connector is active for all jobs that completed successfully with or without warnings.
  • Error: The connector is active for all jobs that failed.
• Account Settings: Configure the Gmail OAuth 2.0 authentication.
  • Username: Your Gmail email address.
  • OAuth 2.0 Client ID: Your organization’s OAuth 2.0 Client ID from Google Cloud Console.
  • OAuth 2.0 Client Secret: Your organization’s OAuth 2.0 Client Secret from Google Cloud Console.
  • Click Validate to test that the Conversion Service can connect to the Gmail server.
• Message: Configure the message to be sent.
  • From: The email address used to send the email. The address must correspond to the configured username; otherwise, you will not be able to send the email successfully. The email address may contain a display name in the form Display Name <address>. The use of placeholders is not permitted.
    • Examples: john.doe@gmail.com or John Doe <john.doe@gmail.com>
  • To / CC / BCC: You can customize the recipients. Only one primary recipient can be configured per field. The email address may contain a display name in the form Display Name <address>. The address may contain placeholder variables coming from the input connector.
  • Subject: The subject may contain placeholder variables coming from the input connector.
  • Body: The body may contain placeholder values. The body is sent as plain text, HTML content is not supported.
• Attachments: The files to be included in the email. You can choose unprocessed input files (originals), copy the resulting files from the workflow to the output folder, or not include any attachments.

For information about OAuth 2.0 setup, see OAuth 2.0 Setup in the Watched Mailbox (Gmail OAuth 2.0) section.

Placeholders in Send Email connectors

You can use placeholders in the recipient, subject, and body fields of the Send Email (SMTP), Send Email (Exchange Online), and Send Email (Gmail) connectors.

Recipient variables

If a watched mailbox is used as input connector, the placeholder [input:From] can be used to refer to the sender of the original email.

Subject variables

If a watched mailbox is used as input connector, the placeholder [input:Subject] can be used to refer to the subject of the original email. For example, Re: [input:Subject]

Body variables

• [output:ERROR]: The error message. This placeholder is only available in case of an error.
• [output:WARNINGS]: A list of warnings that happened during processing. One warning per line.
• [output:EVENTS]: A list of everything that happened during processing. One event per line including the severity.
• [input:‹variable name›]: A custom variable set by the input connector.