Email document capture automation turns incoming emails from a liability into an organized, searchable, and workflow-ready asset. infoRouter's Email Scanner monitors your email accounts and routes messages and attachments into the right folders automatically. No manual filing, no missed documents.
Key Takeaways
- Email document capture automation monitors multiple email accounts continuously and routes messages and attachments into predefined folders instantly.
- infoRouter Email Scanner eliminates the inbox bottleneck where critical documents are lost, buried, or dependent on a single person for processing.
- Email document capture automation integrates directly with infoRouter workflows, triggering approval processes the moment a document arrives.
- Setup takes minutes, and once configured, email document capture runs continuously without manual intervention.
Situation
Organizations receive critical documents by email every day: invoices from vendors, contracts from clients, reports from field teams. These documents arrive in individual inboxes where they compete with meeting invitations, internal messages, and spam. The person who received the email becomes the single point of failure for processing it.
Complication
When an invoice sits in someone's inbox for a week, the company pays a late fee. When a contract attachment gets buried under 200 other messages, the deal stalls. There is no visibility into what has arrived, who has it, or whether it has been acted on. Searching for a document means asking the person who might have received it and hoping they still have it.
Solution
infoRouter Email Scanner eliminates the inbox bottleneck:
- Automatic monitoring of multiple email accounts (e.g., invoices@yourcompany.com, contracts@yourcompany.com)
- Instant routing of emails and attachments into predefined infoRouter folders as soon as they arrive
- Granular permissions control who can access each category of incoming documents
- Workflow integration triggers approval processes automatically. An incoming invoice can be routed to the AP workflow the moment it lands in infoRouter
The setup takes minutes. Once configured, Email Scanner runs continuously without manual intervention.
Result
Organizations using Email Scanner report measurable improvements in document processing:
- Zero documents lost in inboxes. Every email hitting a monitored account is captured automatically — no manual forwarding, no reliance on one person remembering to file it.
- Processing response time cut from days to minutes. Documents that previously sat in an inbox until someone noticed them are now visible and actionable the moment they arrive.
- Email forwarding chains eliminated. Team members access documents from a centralized location instead of forwarding emails to each other, reducing both duplicate handling and the risk of someone being left off the chain.
- Setup time: under 15 minutes per mailbox. Once configured, Email Scanner runs continuously without manual intervention.
Frequently Asked Questions
- Can infoRouter monitor more than one email account at the same time?
- Yes. Email Scanner can monitor multiple email accounts simultaneously, such as invoices@yourcompany.com and contracts@yourcompany.com, routing each to different folders.
- Does infoRouter capture just the email body or attachments too?
- Email Scanner captures both the email message and all attachments, routing everything into the predefined infoRouter folder.
- How long does it take to set up Email Scanner?
- Setup takes minutes. Once configured, Email Scanner runs continuously without manual intervention.
- Can incoming emails trigger a workflow automatically?
- Yes. Email Scanner integrates directly with infoRouter workflows. For example, an incoming invoice email can be routed to the accounts payable approval workflow the moment it lands in infoRouter.
See How infoRouter Can Work for You
If critical documents are arriving by email and disappearing into inboxes, infoRouter Email Scanner can have them organized and workflow-ready within the hour.