Business needs often require emails to be stored in Vault as documents, records, or attachments. To avoid having to download and then upload each email to Vault, you can configure Vault to receive email directly via an inbound email address. Up to 50 inbound email addresses may be created.
Creating Inbound Email Addresses
To create a new email address, navigate to Admin > Configuration > Inbound Email Addresses and click Create. In addition to a Name and Label, you will need to configure:
- Email Address: The first part of the email address. The full address is
Vault subdomain.veevavault.com. This is not your organization’s email domain (vernpharma.com), but your Vault subdomain as seen in your Vault URL (vernpharma.veevavault.com).
- Email Processor: Email sent to this address is handled by the selected processor.
- Allowed Senders: Limits who can email this address. The sender must match an email address in the selected group before Vault accepts the email. The picklist options are:
- All Users & Persons in this Vault: Any email addresses associated with a User or Person record.
- All Users in this Vault: Any email addresses associated with a User record.
- Specific Groups: Any email addresses associated with a User record in any specified Allowed Sender Groups.
- Anyone: Any email address (Only available in certain Application-provided Email Processors). This would allow anyone to potentially add data to your Vault, so caution is advised.
- Optional: Allowed Sender Groups: If Specific Groups is selected, you must also select between one (1) and five (5) sender groups.
- Optional: Email Processor User: Determines the user to use when running the email processor if the sender’s email address does not belong to a user in this Vault. The email processor’s operations will be audited as being on behalf of this user. This option is only available when Allowed Senders is set to All Users & Persons in this Vault or Anyone.
- Optional: Authenticate Sender: If enabled, the system will check the sender’s authenticity via Sender Policy Framework (SPF) and DomainKeys Identified Mail (DKIM). This option can only be disabled in certain Application-provided email processors, and should be treated with caution.
- Optional: Configure the Email object for use in Business Admin and custom tabs.
Testing Email Configuration
After creating the first inbound email address for your Vault, it may take several hours before it is ready to use. To test your email without running the email processor and creating documents or data in your Vault, you can send an email with the subject line
Email to Vault Test. When recieved, Vault creates an Email object record, but does not run the related email processor.
Any subsequent addresses you create will not experience the same delay and you can start using them once they are created.
When Vault receives email, it first creates an Email object record in the New state. It then performs validation checks to ensure the message doesn’t contain a virus, isn’t spam, and is coming from an approved sender. If the email fails these checks, Vault changes the Email object record to the Bounced state. Otherwise, Vault initiates the chosen email processor. All email events are logged in the Email Log.
Different processors provide different handling depending on business needs. For example, the included Create Document from Email processor turns the email into an unclassified document.
Auto-Forwarding to Vault
If you’d prefer to use an email address within your organization to send email to Vault, or already have email addresses where content bound for Vault can be sent, you can auto-forward or redirect email to the configured Inbound Email Address. Most popular enterprise email providers can be configured to maintain the original email details (sender, subject, etc.), allowing Vault to process inbound emails as though they were sent directly to it. It is strongly suggested to use this method where available.