Emailing Document(s) to ZetaSafe

The email document to ZetaSafe service allows you to send your documents via email directly to ZetaSafe to be uploaded against a note, asset or the client. If you're interested in this service, please get in touch with us at support@zetasafe.com. 

 There are 6 different destinations you can upload a document to using the email to document service:

1. Location Notes (via Job Number)
2. Result Notes
3. Asset Notes
4. Location Notes
5. Asset
6. Client Documents

The documents will be placed into one of the following destinations dependant upon the details you send within the email, this is explained in detail below. 

Please allow up to 15 minutes for email to document processing. If you're sending an email to our document service and others at the same time, please place other emails in the "CC" field.

1. 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 

2. 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: RN001122334455 

3. 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: AN001122334455 

4. 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: HD001122334455 

5. 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: 001122334455 

6. Client Documents

If you do not choose one of the following patterns above to upload the document to a specific destination, then the document will be uploaded directly to the client document section.

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|2020|Oct--

--status--live--

--tags--Water, RA, 2020--

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 response from ZetaSafe:

 Example email of successful upload: 

 Example email of file within ZetaSafe: