Welcome > Integration module > Import settings > Configure the import source settings for SMTP

Configure the import source settings for SMTP

  1. On the Home page, click Integration > Import Settings.

    The Import Settings page appears.

  2. Click Add Add for Import Connections.

    The Import Connections page appears.

  3. Click Add Add for Import Sources.

    The Import Source page appears.

  4. On the Type list, select SMTP server type.
  5. In the Display Name box, enter a unique name for the mailbox.
  6. To activate the import connection, click Yes for Active.
  7. To create a document from the email body and classify and extract information from it, click Yes for Create Document From Body and provide the following settings. (Default: No)
    1. To import the required sections of the email and their occurrence, select one of the following options for Import Content:
      • Body first and attachments
      • Attachments first and body
      • Attachments
      • Only Body
      • None
    2. To import the body with metadata in its header instead of plain body, select one of the following options for Body with Message Header:
      • Exclude message header
      • Include message header of email
      • Include message header of email and embedded email(s)
  8. Click Yes for Include Complete Message as EML File (default: No), to import an EML file same as the original email including attachments.
  9. Click Yes for Include Complete Message as MSG File (default: No), to import an MSG file same as the original email including attachments.
  10. In the Skip Import for Extensions field, enter a list of all the file types which you do not want to convert. Delimit each file type with a semicolon. For example, to skip the conversion of PNG and TEXT files, enter .png;.txt.
  11. In the Skip Import for Files of Size (bytes) Less Than field, enter a valid file size. TotalAgility skips the conversion of files with file size less than specified in this field. If you enter 0, this field is ignored.
  12. To allow the extraction of documents from PDF portfolio files, click Yes for Extract PDF Portfolio content. (Default: No).
  13. Under Documentation Normalization, configure the following settings:
    1. To normalize non-PDF eDocuments (MS Office documents) to PDF/A, click Yes for Normalize non-PDF eDocuments to PDF/A and provide the following settings. (Default: No)
      1. To skip converting certain file types to PDF/A format, enter the file types in the Skip PDF/A Preparation for Extensions box and separate each file type with a semicolon. For example, to skip the conversion of PNG and TEXT files, enter .png;.txt.
      2. To specify the minimum file size below which TotalAgility should skip conversion of files to PDF/A, enter a file size in the Skip PDF/A Preparation for Files of Size (bytes) Less Than box. To ignore this field, enter 0.
      3. To concatenate PDF files selected at the time of importing, click Yes for Concatenate Multiple PDF Files. (Default: No)
    2. To convert the PDF documents to the ISO-standardized PDF/A format, specialized for digital preservation of electronic documents, click Yes for Normalize Incoming PDF Documents to PDF/A. (Default: No).
    3. To allow conversion of XFA forms to PDF documents, click Yes for Flatten XFA forms to PDF/A Documents Using Adobe LiveCycle. (Default: No).

      Ensure the following:

      • Install the Adobe LiveCycle output service and ensure that the web service interface is available.
      • Configure the Adobe LiveCycle credentials in the Kofax Message Connector configuration.

    4. If there is any exception during the normalization process of a document, you can import the unprocessed document. To import such unprocessed documents, select Yes for Import Exception Page for Failed Preparation (default: No). A document with error information is generated and the original document is appended to this document.
  14. Under VRS Processing, configure the following settings:
    1. In the Scan/VRS Profile box, consume a VRS profile from the VRS Profile box.
    2. To extract the text from PDF, select one of the following options for Extract Text From PDF:
      • All Text(Default): Extracts both visible and invisible text.
      • Visible Text Only: Extracts only visible texts.
      • Automatic: Extracts only visible text. If results are empty, then extracts by including invisible text in the results.
      • Ignore All Text Layer: Extracts PDF through OCR. PDF text layer is ignored.
    3. In the Word Separation Characters box, enter the characters that you need as word separators. Default characters are: "/", ":", "(", ")", "-" and "#".

      When processing the PDF text, strings of text containing these characters are treated as separate words. For example, "1234/56" is treated as three separate words, "1234", "/", and "56".

    4. To apply the selected VRS profile to the documents at the time of importing, click Yes for Apply Scan/VRS Profile to eDocuments. (Default: No)
  15. To store the archived documents, under Document Archiving, in the Archive Folder box, enter the path to a local folder (such as, C:\Archive) or a network folder. See Kofax TotalAgility Administrator's Guide.

    To test the archive folder, click Test Archive Folder.

  16. To send notification emails to configured email addresses when the document import process is partially successful or failed, under Notification Settings, configure the following settings:
    1. In the Reject Notification Recipient List (delimited by “;”) field, enter email addresses to which you want to send the notification. Delimit each email addresses with a semicolon.
    2. To send notification to the originator, click Yes for Send Email to Originator. (Default: No)
    3. To attach the original message (in eml format) to the notification mail, click Yes for Include Complete Email Message as Attachment. (Default: No)
    4. In the Message From field, enter the email address of the sender.
    5. To verify that all the emails settings are correct, click Send a Test Notification Email to send a test mail.
  17. Under XML Processing, select the import options for XML file:
    1. Select one of the following options in Kofax XML Import Mode:
      • If you do not want to map the XML file fields to the TotalAgility fields, select the Do not map XML fields to KTA fields option.
      • If you select Map XML fields to KTA fields and reject on mismatch option, TotalAgility import the XML file and map the TotalAgility fields to XML file fields. If there is any difference in the fields specified in the XML file, TotalAgility will reject the XML file.
      • If you select Map XML fields to KTA fields and allow fields mismatch option, TotalAgility import the XML file and map the TotalAgility fields to XML file fields. If there is any difference in the fields specified in the XML file, TotalAgility will still import the file and display the errors in the Message Connector.
    2. In Kofax XML Page Tag Processing Level, select either option.

      • To import a Kofax XML containing reference to a multi-page TIFF file, select Document .

      • To import Kofax XML containing reference to a single page TIFF file, ensure that Page is selected (default).

  18. Select one of the following job types to associate an action with the SMTP server so that a job can be created at runtime:

    • Create New Job: Consume a process in the Process box.

    • Create New Case: Consume a case in the Case box and select one of the Expression Type from the following:

      • Regular Expression: Enter an expression to extract the case reference from a subject in the Case Reference box.

      • XSL : Enter an XML expression to extract the case reference from the XML data in the Case Reference box.

      • None: Automatically uses the job ID as the Case Reference.

    • Job In Case: Configure the Job In Case action similar to Create New Case action.

    When you use a process with a document initialization variable; a new job is created for each document. However, when you use a process with a folder initialization variable; one job is created and the documents are added to the folder.

    The Initialization Variables section lists initialization parameters for the map and document or folder variables.

  19. In the Mapping box, consume the metadata to map the email metadata to initialization variables.
  20. Click OK.

    The Import Connection page appears.

  21. Click OK for the changes to take effect.