Important email shouldn't wait in an inbox nobody is watching.

Critical business information lives in email. Invoices, sales inquiries, help desk requests and client approvals arrive in a mailbox and stay there, buried under newer messages and invisible to the rest of the team. infoRouter Email Scanner is email to document management automation: it watches one or more mailboxes and files every incoming email, with its attachments, into the infoRouter folder you choose, where it is searchable, secured and ready for the next person in the process.

No forwarding. No manual filing. No emails stuck in one person's inbox.

The vendor calls about an invoice nobody saw. A customer waits a week for an answer because their email went to someone who was away. Email that carries documents needs to be filed the moment it arrives, not when someone gets to it.

How Email Scanner Works

1. Add a mailbox in the browser. Email Scanner runs as a Windows service with its own web console. An infoRouter administrator signs in with their infoRouter account and adds a mailbox: Microsoft 365, Outlook.com, Gmail or Google Workspace, any IMAP server, or a POP3 mailbox (e.g. invoices@, sales@, support@).
2. Choose where its mail goes. Each mailbox files into its own infoRouter folder, picked from a folder browser, under an infoRouter user you name. A connection check signs in to the mailbox and to infoRouter and confirms the folders exist before you save.
3. Email Scanner checks the mailbox on a schedule. Every 15 minutes by default, or at the interval you set for that mailbox.
4. Each email becomes one infoRouter document. Sender, recipients, date and subject travel with it, its attachments are filed with it, and inline images still display. The document is named after the subject line.
5. Only then is the mailbox tidied. Once infoRouter confirms the email is filed, Email Scanner moves it to a folder (the default), marks it read, or deletes it, whichever you chose for that mailbox.
6. Your folders take it from there. Folder subscribers are notified of new arrivals, and the folder's workflows and security apply to the email like any other document.

Your IT team or reseller registers the Microsoft 365 or Google connection once; after that, administrators add and change mailboxes in the console.

Rules: Skip This, File That Somewhere Else

One mailbox rarely holds one kind of mail. Rules let each mailbox decide, email by email, what is filed and where:

• Skip newsletters, automatic replies and other bulk mail, or anything from a sender you name.
• File elsewhere: invoices from @acme.com go to /Vendors/Acme instead of the mailbox's usual folder.
• Add keywords: every email whose subject contains "invoice" is filed with the keyword invoice.

A rule looks at the sender's address or domain, the To and Cc addresses, the subject, whether the email has attachments (or a PDF, or any file type you name), and whether it is bulk mail. Rules are tried in the order you set and the first one that matches decides. A skipped email is left in the mailbox exactly as it was, so a mistaken rule costs a delay, never an email: correct the rule and the next check files it.

Know What Each Email Is About Before Anyone Opens It

Point a mailbox at a folder where infoRouter Connect is switched on, and each email is categorized by Document Type and given a brief description, an abstract and a summary as it arrives, with its details extracted: who sent it and what they are asking for. The sensitive values it detects are replaced with placeholders before any text leaves your network, and the original document never leaves at all. infoRouter Connect is licensed separately and included in the guided trial.

None Lost on the Way

• Nothing in the mailbox changes until infoRouter confirms the upload. If the server restarts mid-run, the email is still where it was, and the next run picks it up without filing it twice.
• No duplicate filing. Email Scanner remembers what it has filed. On infoRouter 8.6.440 and later, infoRouter itself recognises an email it already holds.
• Failures are kept, not dropped. An email that cannot be filed is set aside (on IMAP, in a failure folder in the mailbox) and recorded with the server's own error message, so it can be retried.
• A refused sign-in is not retried. Repeated sign-in attempts lock mailboxes, so Email Scanner stops and marks the account "Needs sign-in" until an administrator corrects it.
• Credentials stay protected. Mailbox passwords, sign-in tokens and infoRouter passwords are encrypted with Windows data protection and never written to the configuration file or the logs. Microsoft and Google sign-in happens on the server; tokens never reach the browser.
• The console stays on the server. By default it answers only on the server itself, and only members of infoRouter's built-in Administrators group can sign in.

Real-World Scenarios

Accounts payable (invoices@yourcompany.com)

Incoming invoices are filed into an invoices folder, with a rule that sends each major vendor's invoices to that vendor's own folder. An AP clerk is notified, reviews the invoice, and submits it to an approval workflow that routes it through the correct approvers before payment. This mirrors the invoice processing workflow used by organizations that have taken email out of their approval chain. The AP clerk opens infoRouter, not the inbox.

Sales inbox (sales@yourcompany.com)

Every inquiry is filed into a sales folder, and a rule skips the newsletters and auto-replies that would otherwise bury them. Sales staff subscribe to the folder and are notified of each new inquiry. Every lead is visible to the whole team, not just whoever opened the mailbox first.

Help desk (support@yourcompany.com)

Support requests are filed into infoRouter as they arrive, and everyone subscribed to the folder is notified at once. Without this, the email would sit in a single inbox until someone noticed it. With it, the request is in front of the team that answers it.

Why It Matters

Email is where documents go to disappear. A shared mailbox might seem like the answer, but it has no version control, no audit trail, no retention policy, and no way to route an email to the next person in a process. Email Scanner bridges that gap: emails become managed documents within minutes of arriving, subject to the same search, security, workflow and retention rules as everything else in infoRouter.

See Email Scanner in Action

If invoices and inquiries are getting lost in shared mailboxes, a guided infoRouter trial is the right next step. Connect one shared mailbox during your trial, whether it handles invoices, sales leads or support requests.

Request a Guided Trial