Critical business information lives in email. Sales inquiries, invoices, help desk requests, and client approvals arrive in a mailbox and stay there, buried under newer messages, invisible to the rest of the team. infoRouter Email Scanner solves this with email to document management automation. It monitors one or more POP3 mailboxes and automatically pulls incoming emails, plus every attachment, into designated infoRouter folders where they are indexed, searchable, and available to the right people.
No forwarding. No manual filing. No emails stuck in one person's inbox.
Key Takeaways
- The infoRouter email scanner monitors POP3 mailboxes and automatically captures emails and attachments into managed document folders without manual forwarding or filing.
- Every email captured by the email scanner is full-text indexed, making email content and attachments searchable across the entire infoRouter repository.
- The email scanner triggers folder notifications and workflow routing automatically, so incoming emails reach the right people and enter the right business process immediately.
- Email managed through the email scanner becomes a searchable, managed document subject to the same rules as everything else in infoRouter.
How Email Scanner Works
- Configure a monitored mailbox. Point Email Scanner at any POP3 email account (e.g., sales@, invoices@, support@).
- Map to an infoRouter folder. Each monitored mailbox routes to a specific folder in infoRouter.
- Emails and attachments are captured automatically. The email body and all attachments are stored as separate, searchable documents.
- Full-text indexing kicks in. infoRouter indexes the email content and attachments, so any search query across the repository can surface email-based documents.
- Notifications and workflows trigger. Folder subscribers are notified of new arrivals, and documents can be submitted to predefined workflows automatically.
Real-World Scenarios
Sales inbox (sales@yourcompany.com)
All incoming emails route to an infoRouter folder. Sales personnel subscribe to the folder and receive instant notification of every new inquiry. No email gets lost; every lead is visible to the entire team.
Accounts payable (invoices@yourcompany.com)
Incoming invoices are captured into an invoices 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 eliminated email-based bottlenecks entirely.
Help desk (support@yourcompany.com)
Support requests arrive via email and are immediately routed into infoRouter. Each request triggers a workflow that notifies multiple team members. Without this, the email would sit in a single inbox until someone notices it.
Why It Matters
Email is where documents go to disappear. A shared mailbox might seem like a solution, 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 the moment they arrive, subject to the same search, security, workflow, and retention rules as everything else in infoRouter.
For setup instructions, see the Email Scanner Implementation Guide.
Frequently Asked Questions
- Does Email Scanner work with Microsoft 365 or Gmail, or only POP3?
- Email Scanner monitors POP3 mailboxes. Any email provider that supports POP3 access can be used, including Microsoft 365 and Gmail when POP3 is enabled in their settings.
- What happens to email attachments when an email is captured?
- The email body and all attachments are stored as separate, searchable documents in infoRouter. Each attachment is individually indexed and can be found through search queries across the repository.
- Can captured emails trigger approval workflows automatically?
- Yes. Documents captured by Email Scanner can be submitted to predefined workflows automatically. For example, invoices arriving at an AP mailbox can route through an approval chain without manual intervention.
- How does Email Scanner differ from just using a shared mailbox?
- A shared mailbox 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 converts emails into managed documents with full search, security, workflow, and retention capabilities.
See Email Scanner in Action
Schedule a demo and we will configure a monitored mailbox scenario for your use case, whether it is sales lead capture, invoice routing, or support ticket management.