Email to Document Service – Internal Support Document

Email Checking

Emails sent are checked every 3 minutes for step 1.

Every 10 minutes step 2 is completed to insert the attachments to ZetaSafe so please allow up to 15 minutes for email to document processing.

All documents within the email will be treated the same and will by default appear in Client Documents.

Demonstration emails

Dev: dev-213111870@zetasafe.net          Live: uk-01-213111870@zetasafe.net

Client: Demonstration Launcher | Zeta Demo

Location Notes via Job Number

If you include a Job Number (Job Number:[Space][Number]) anywhere in the subject line it will attach the documents with the associated Location Note for the client. If multiple location notes have matching Job Numbers then the oldest Location Note is selected.

Example Subject: Job Number: 001122334455 

Result Notes

If you include an Result Note ID (RNNumber) anywhere in the subject line it will attach the documents with the associated Result Note for the client. 

Example Subject: RN104069080300

Asset Notes

If you include an Asset Note ID (ANNumber) anywhere in the subject line it will attach the documents with the associated Asset Note for the client. 

Example Subject: AN1028280761

Location Notes

If you include a Location Note ID (HDNumber) anywhere in the subject line it will attach the documents with the associated Location Note for the client. 

Example Subject: HD339985100

Asset

If you include an Asset ID (Asset:[Space][Number]) anywhere in the subject line it will attach the documents with the associated Asset for the client. 

Example Subject: Asset: 1017435802

Order of checks:

1. Location Notes via Job Number
2. Result Notes
3. Asset Notes
4. Location Notes
5. Asset

If none of the above are detected then the document will put into client documents.

MetaData (note the double dashes -- at the start and end of each tag):

To add metadata to the document(s) then add the following to the body of the email. This can be mixed with other text. This tag required is --metadata-- within the email somewhere otherwise the tool will not look for further tags.

Full Example:

--metadata--

--description--This is some very long text with some description text--

--folder--Risk Assessments|2019|Oct--

--status--live--

--tags--Water, RA, 2019--

Description:

Syntax --description--text goes here--

Default text is append to the text above.

Received via email From: <email address> Date/Time: <dd-MMM-yyyy hh:mm:ss> subject: <subject line>

Supported Characters: a-z 0-9 `|<,>.?/;:'@#~[{]}!"$%^&*()-_=+--

Folders:

Syntax --folder--text goes here--

Subfolder: Can be achieved by using the pipe | symbol to break levels. You can use multiple | for additional sub-folders.

Syntax --folder--Level 1|Level 2|Level 3--  

Supported Characters: a-z 0-9 `.?;:'@#~[{]}!$%^*()-_=

Status:

Syntax --status--text goes here—

Supported Characters: a-z 0-9 `|<,>.?/;:'@#~[{]}!"$%^&*()-_=+--

Tags:

Syntax --tags--text goes here--

Multiple tags: Can be achieve by breaking tags with commas ,

Syntax --tags--tag1, tag2, tag3--

Supported Characters: a-z 0-9 |<>.?/;:'@#~[{]}!"$%^&*()-_=+--

Example Email sent with Metadata:

Example Step 1 Response:

 Example Step 2 Response:

Document view in ZetaSafe: