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70.3 Using Lookup Tables

70.3.1 Overview

Lookup tables and global placeholders are configured in the program options (see chapter 40.23 and chapter 40.24) - this chapter describes their use as placeholders in tasks. Lookup tables resolve a value (e.g. client name) based on email properties (e.g. sender domain); global placeholders are fixed constants.

In all input fields that support placeholders, you can insert these mappings directly - typical applications: dynamic path construction, client routing, code-to-plain-text conversion.

70.3.2 Syntax

Placeholder Meaning
<CSVMapping{Clients}> Searches the table “Clients” for a match and returns the result column
<SimpleMapping{ArchivePath}> Returns the global placeholder “ArchivePath” (fixed value)

Selection is made in the placeholder menu under “Tables” - one entry appears for each defined table and each global placeholder.

70.3.3 How a Lookup Table Query Works

When an email is processed with placeholder <CSVMapping{Clients}>:

  1. The program reads the match columns configured in the table from the email (e.g. sender domain)
  2. Searches the table for a row whose values all match the email values (AND combination of the match columns)
  3. On match: returns the value of the result column
  4. On multiple matches: takes the first and writes a warning to the error log
  5. On no match: returns an empty string or the configured default value

The comparison can, depending on the column configuration, be exact, a substring match, or a regex match.

70.3.4 Example: Client Routing

Table “Clients”:

Sender domain Client name
mueller-gmbh.de Mueller GmbH
schulze-kg.de Schulze KG
meier-ag.de Meier AG

In the Save Attachments task:

Field Value
Path D:\IncomingInvoices\<CSVMapping{Clients}>\<EmailYear4>\<EmailMonth>

Incoming email from info@mueller-gmbh.de on 2026-05-07:

  1. The table is searched with sender domain mueller-gmbh.de
  2. Match in row 1: client name = Mueller GmbH
  3. Path becomes: D:\IncomingInvoices\Mueller GmbH\2026\05

For an email from kontakt@unknown-firm.de:

  • No match -> path would become D:\IncomingInvoices\\2026\05 (with a double backslash because the value is empty) - therefore a default value in the table is usually a good idea (see 70.3.5)

70.3.5 Behavior on No Match

In the table definitions (see chapter 40.23), you can define per table what happens when there is no match:

Configuration Behavior
Default Empty string
Default value Configured default value (e.g. “Unknown”)
Set status flag Set profile status to “Error” or “Skipped” - the task is aborted

This avoids the situation that emails without a match land in an unintentionally named path - instead, they can be collected in a dedicated “Unknown” folder, or the entire processing can be skipped.

70.3.6 Global Placeholders

Global placeholders (see chapter 40.24) are simpler: no matching, just a fixed value. Example:

  • Global placeholder “ArchivePath” with value D:\IncomingInvoices
  • Usage: <SimpleMapping{ArchivePath}>\<EmailYear4>\<EmailMonth>
  • Result: D:\IncomingInvoices\2026\05

When the path changes (e.g. switching the archive drive), the value is changed once in the program options - all profiles that use the placeholder pick up the change automatically.

70.3.7 Use case

Client directory structure

Lookup table “Clients” with 50 rows. Path in Save Attachments: <SimpleMapping{ArchivePath}>\<CSVMapping{Clients}>\<EmailYear4>\<EmailMonth>. Incoming emails automatically land in the correct client folder - for a new client, simply adding a row to the table is enough.

70.3.8 Multi-Column Matching

A lookup table can have multiple match columns - a match then requires all values to coincide. Example:

Table “Suppliers”:

Sender domain Subject contains Supplier category
mueller-gmbh.de Order Main supplier Order
mueller-gmbh.de Invoice Main supplier Accounting
schulze-kg.de Order Secondary supplier Order

An email from info@mueller-gmbh.de with subject “Order 12345” -> match in row 1 -> category Main supplier Order.

This way, finer classifications can be modeled without maintaining separate tables for each key combination.

70.3.9 Tips

  • Use the default value for unknown keys - otherwise emails will land in unintended paths
  • On multiple matches the program takes the first - the order in the table is relevant. In case of conflicts, the table configuration should be refined
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