Main menu
Menu entries of the group Menu
Options…
Use this menu item to open the dialog box
for customizing the program options.
Enter license key…
This menu entry opens the registration
dialog to enter the license key respectively to unlock the full version of the
program.
Help
Clicking on this menu item opens the online
help in the default browser. To use the online help, an active Internet
connection is required.
About…
Using this menu item, the dialog window to
display the program version of the license state will be opened. This dialog
window contains also links to contact the technical support, the product's web
page etc.
Other --> Create error report
In case of technical problems, you can
create a bug report by using this menu item. The created file is named
"Automatic Email Processor - error report" and located on the
Desktop. You can then send us the error report attached to an email with a
short description of the problem.
Other --> Clear error logs
This menu item allows the error log files to be emptied manually. However,
the program automatically removes entries that are older than 7 days
during every saving process.
Exit
Use this menu item to exit the program.
Toolbar buttons "Profile"
New…
Clicking this button opens the Task Wizard
to create a new profile. The wizard guides you through the necessary
steps.
Edit…
This button opens the window for editing
the settings of the currently selected profile in the list.
Duplicate
Creates a copy of the selected profile. To create a larger number of profiles, you should also consider the CSV import of profiles.
Catch up...
Clicking this button opens a new window in which the period for an email receipt date can be defined. After confirmation, all emails
received during this period (in the monitored folders) are subsequently processed using the currently selected profile. The limitation
of the period is optional.
Delete
By clicking the button, you can delete the
selected profile after a confirmation prompt.
Profile list
Status
Newly created profiles are given the status Active. All profiles with this status will be applied to incoming
emails. To disable a profile, click the check box at the beginning of each row. The status then changes to Inactive.
ID
The ID is used for internal management of
the profiles and cannot be changed.
Name
The name of the profile.
Task type
The task type specified on profile creation.
This cannot be changed later.
Last use
Shows date and time of the last successful
application of the profile.
Monitored email folders
A list of all email folders the profile will be applied to.
Comment
An optional comment to the profile.
Profile creation wizard / Profile editing
Select task type
Here you can select the type of the task to
be created. The following types are available:
- Save attachments
- Save message
- Print message/attachments
The task type cannot be changed later.
General
Name
Here you can give the profile a meaningful
name.
Comment
Optionally, you can enter a comment that will
be displayed in the profile list.
Color highlighting in the log list
Here you have the option to determine a
color in which the profile will be highlighted in the log list.
Email folders
Here you can add one or more email folders. The profile is applied to all added email folders, if the
specified filter criteria are met. When the option "Including sub-folders" is activated, additionally,
all emails from folders which are subordinate to the added folders are processed.
Email filter
Here you specify the (optional) conditions
that must be met by the email properties. Only if all filter criteria are met,
the email is processed. You can use logical comparison operators to set several
conditions for an email property. In this case, the "AND" operator
takes precedence over the "OR" operator. The filter is case insensitive -
no distinction is made between uppercase and lowercase letters of the entered terms.
Wildcards as the asterisk are not supported.
Sender name contains/does not contain
Enter an optional name or partial name of
the sender of the email to be processed.
Sender address contains/does not contain
Enter an optional email address or a partial
address of the sender.
Recipient name contains/does not contain
Enter an optional name or partial name of the recipient of the email to be processed.
Recipient address contains/does not contain
Enter an optional email address or a partial address of the recipient.
Subject contains/does not contain
Enter here optional the subject or a part of a subject.
Message header contains/does not contain
Enter here optional, for example, an email address or a part of an email address. This filter option is,
inter alia, helpful when using alias email addresses. Normally, you should prefer the filter for the sender
or recipient address.
Attachment's file name contains/does not contain
Enter here an optional file name or part of a file name of an email attachment.
In order to process only certain file types such as PDF files, simply enter the term ".pdf".
If additionally, a specific word (for example, invoice) should be contained in the attachment filename,
the entry would look like this: .pdf<AND>invoice
If the option "Storage location - Save all attachments into the same folder" is enabled, the
filters Filename Contains/Does Not Contain are only used to define an attachment to be used for dynamic
naming, i. e. to use certain parts of the name of the attachment defined by the filter for the folder or
file name.
Attachment's file size
Optionally, specify here the allowed file size of the attachment. The default setting is "not evaluated".
The following restrictions can be defined:
- File size is less than
- File size is greater than
- File size is between two values
In the program options, you can specify whether the value displayed in Outlook or the actual file size should be
used to determine the file size.
Task settings
Depending on the selected task type, the
settings are different.
Task type: Save attachments
Storage location
Folder
Select the base directory where the
attachments should to be stored by clicking on the button with the label
"...".
Subfolders
Use the Link Menu above the input field to
select email properties that should be used to create an optional subfolder
structure within the base directory.
File name
Use the Link Menu above the input field to
select email properties from which the file name should be generated. If you
leave this field empty, the original name of the email attachment is used.
Preview file name
Enter here an optional file name of the attachment to be processed. This can be useful if you want to compose a new
file name from parts of the original attachment file name. To change the preview file name, click on "Preview".
Preview Subject
Enter here optional the expected (or a similar) subject of the emails to be processed. This can be useful if you want to
use parts of the subject for the folder or file name. To change the Preview Subject, click on "Preview".
Save all attachments into the same folder
This option is required if the storage location is to be dynamically generated from the name or a part of the name of a
specific attachment (for example, if an order number should be part of the name of a sub-folder) and all additional
attachments should be stored into the same folder. In this case, enter into the field with the label "File name
contains" the name or a part of the name of the attachment to be used as reference and enable the option.
If this option is enabled, the filters Filename Contains/Does Not Contain are only used to define an attachment to be
used for dynamic naming, i. e. to use certain parts of the name of the attachment defined by the filter for the folder or
file name.
Name collisions
If a file with the distinguished name already exists, the collision rule determined here will be applied. Decide whether
the program should: overwrite the file, add a number or the processing date to the name, or cancel the operation.
Further process the stored file
For automatic further
processing, the path of the extracted attachment can be passed to a
program as parameter. Here you can specify the appropriate settings.
Run program
Here, you can optionally enter the path of a
program that should be executed after the successful extraction of an
attachment.
Parameter
Optionally enter one or more parameters that
should be passed to the program to be executed by using the link menu.
Task type: Save message
File format
Here you can specify the file format in which
the email message is stored. Choose from the following formats:
- PDF file
- HTML file oder MHT file
- RTF file or DOC file (both in Rich Text Format)
- TXT file
- MSG file (in Outlook message format) with additional setting option: Keep or remove digital signature/encryption
- original format of the message
Additional options when saving as PDF file
After selecting the file format "PDF file", an additional button "Options..." is available.
This opens a new dialog window in which the page orientation (portrait or landscape format) and the paper format
(A3, A4, Letter, ...) can be defined.
You can also specify whether the message, embedded messages or other attachments are to be embedded into the PDF file.
Storage location
Folder
Select the base directory where the message
should to be stored by clicking on the button with the label "...".
Subfolders
Use the Link Menu above the input field to
select email properties that should be used to create an optional subfolder
structure within the base directory.
File name
Use the Link Menu above the input field to
select email properties from which the file name should be generated.
This is a mandatory field.
Preview file name
Enter here an optional preview file name for
the message to be processed. This can be useful if you want to compose a new
file name from parts of the original attachment file name. To change the
preview file name, click on "Preview".
Preview Subject
Enter here optional the expected (or a similar) subject of the emails to be processed. This can be useful if you want to
use parts of the subject for the folder or file name. To change the Preview Subject, click on "Preview".
Name collisions
If a file with the distinguished name already exists, the collision rule determined here will be applied. Decide whether
the program should: overwrite the file, add a number or the processing date to the name, or cancel the operation.
Further process the stored file
For automatic further
processing, the path of the stored message can be passed to a program as
parameter. Here you can specify the appropriate settings.
Run program
Here, you can optionally enter the path of a
program that should be executed after storing the message.
Parameter
Optionally enter one or more parameters that
should be passed to the program to be executed by using the link menu.
Task type: Print
Here you determine whether the message,
attachments, or both should be printed immediately after receipt. Activate the
respective check box, and then make the appropriate settings on the printer
selection dialog.
For plain text attachments, you can customize
the font.
Email (procedure after successful processing)
Mark message as read
Here you can set whether the email should be
marked as read after successful processing. If the access type "Use
add-in" is selected in the program options (section "Outlook"), it
can also be distinguished whether a requested read receipt will be sent. Otherwise, the
Outlook options to send a read receipt apply.
Move Email
Here you can optionally select an email folder
into which the email should be moved after successful processing.
Notifications
Here you can make settings that are used to
tell the processing status of an email.
Status notification via email
Here, enter one or more (comma separated)
recipients of the status message and choose whether a notification should occur
in case of success and/or errors.
Status notification by an acoustic signal
Here you can optionally select a wave file that you want to
play after successful processing.
Log
Log Filter
By using the log filter, log entries can be
limited. The filter criteria may be, for example, the date of receipt, which is
to be limited to a period within the last week. The comparison operator is
context-sensitive, that is, he always fits the selected filter criteria. By
clicking on the button with the plus or minus symbol, further filters can be
added (linked with a logical AND) or the respective filter will be removed.
Log List
The log list contains
information about all processed emails within the period that is specified
in the program options. By default, this period is 30 days.
The context menu
contains the following entries:
Open saved file
(opens a saved file with the
associated program)
Select saved file in Explorer
(opens the Explorer and
selects the saved file)
Clear list
(removes all entries from the
log list)
Program Options
General
Here you can define settings such as the language of the program interface and the startup behavior as well as
a centrally managed profile file.
As soon as a centrally managed profile file has been specified, no further changes can be made to the individual
profiles - even deletion and recreation are blocked. Changes can or should only be made by the administrator. The
administrator edits the profile file locally (i.e., using the application data directory "%AppData%\Automatic Email
Processor") and then copies it to the designated network folder (provided that he does not use a centrally managed
profile file himself).
The centrally managed profile file is reloaded by the individual processes before each run and the profile list in the
main window is updated at regular intervals (every 5 minutes). Updating the profile list in the main window can be
forced by minimizing the application to the notification area of the taskbar and then restoring it.
Outlook
Check Interval
Determines at what interval (in seconds) "Automatic Email Processor" checks whether new messages have been received.
During the quick check, the e-mails of the last 30 days are checked for messages that have not yet been processed. During the
Full Check, all emails in the respective folder are checked. For a larger number of emails, the full scan may take some time
and processor power, so the default interval is 15 minutes.
Type of remote control
Determines how Outlook will be accessed. The following types are available:
- Use add-in (recommended)
(This is the recommended type of access for older version of Outlook (2007 and 2010).
In case there are problems or conflicts with other Outlook add-ins, the type should
be changed to "direct access", which generally works fine.)
- Directly access Outlook
(Typically, this type of access works fine and is especially recommended when using
Outlook 2013 or newer. However, in case of an inactive antivirus program or outdated
virus definitions, it can happen that a warning window appears with a reference to
accessing Outlook. Typically, this window will appear only once at startup. This can
be prevented by either customizing the Outlook security settings, or using an active
antivirus program with up-to-date virus definitions.)
Outlook instance
Determines whether the program creates its own Outlook instance for automation. The following options are available:
- Use own instance
(This option should be used, if there are multiple Outlook profiles available to logon to. The program will create
its own Outlook instance and logon to the standard profile.)
- Use user’s instance
(This option can be used if there is only one Outlook profile that the program can logon to. There are no advantages
to using this option - depending on the individual system, one or the other variant may be better supported.)
Cancel the execution of the task after one minute
This option should only be activated if the program hangs in the processing of a particular email. Some emails may differ
from the standard or contain corrupted information. When the option is activated, the time available to process an email
is limited. However, this increases the likelihood that your Outlook installation cannot be automated by the program.
Processing
Log errors
Determines whether errors are recorded. If problems occur, this option must be activated because the error informations are
necessary to generate an error report. Otherwise, this option can be disabled to reduce write accesses to the hard disk.
Display errors that occur during saving additionally in a message window
If this option is activated, processing is interrupted until the acknowledgement of the message is confirmed.
Pause between work steps when using Word
The default value of 1500 milliseconds can be reduced on some systems to allow faster processing. However, this increases
the probability of errors occurring.
PDF renderer
Select the preferred PDF renderer here. AGG is recommended because it is more compatible with the PDF standard and offers
improvements such as full transparency support, shading pattern support, image editing enhancements and additional image
rendering filters.
Filter
Here you can specify whether the value displayed in Outlook or the actual file size should be used to determine the file
size. Since the calculation of the actual file size is considerably more expensive, it is recommended to use the value
displayed in Outlook.
Log
Here you can set the retention period of the log entries.
Notifications
Here, the email account for sending
notifications is set. You can use the default Outlook email account or provide
custom settings. The account data specified here will be used to send status
notifications to the recipients listed in the respective profile settings.