Automate Email Processing in Nectain

Email remains one of the most important channels for receiving business documents. Invoices, contracts, applications, requests, claims, onboarding files, and approvals still arrive in inboxes every day. But manually downloading attachments, forwarding emails, launching workflows, and entering data into systems slows teams down and creates unnecessary risks.

With the latest email automation capabilities in Nectain, organizations can now automate email processing and turn incoming emails into fully structured document workflows.

What Is Email Integration?

Email integration connects your mailboxes directly to your document management and workflow platform. Instead of treating email as a separate communication channel, the system automatically processes incoming messages, extracts attachments and data, launches workflows, and routes information to the right teams.

Modern email integration eliminates repetitive manual work such as:

• downloading attachments,
• forwarding emails,
• creating tasks manually,
• entering metadata,
• sorting documents by folders,
• triggering business processes by hand.

With Nectain, email becomes part of your intelligent document ecosystem.

Why Automate Email Document Processing?

Organizations receive hundreds or even thousands of document-related emails every week. Manual handling creates bottlenecks, delays approvals, and increases the risk of lost information.

Many organizations are looking for ways to automate email document processing without adding more manual work or disconnected tools.

The most effective approach is to combine:

• email integration,
• workflow automation,
• AI-powered document recognition,
• and intelligent document processing (IDP)

into a single automated workflow ecosystem.

Nectain helps organizations:

• automate email processing,
• automatically launch workflows,
• process email attachments,
• classify incoming documents,
• recognize document data with AI,
• and reduce manual operations across departments.

This approach is especially valuable for:

• Accounts Payable,
• HR onboarding,
• customer service,
• procurement,
• legal operations,
• and compliance-heavy industries.

What Does Email Integration in Nectain Software Do?

Nectain allows users to create email processing rules directly from the interface using connected email accounts as sources.

Users can configure email handlers that automatically trigger actions and business workflows based on incoming emails.

The platform supports multiple automation scenarios.

1. “Start Process” Email Handler

The “Start Process” handler automatically launches workflows when a new email is received.

Admins can create processing rules that use variables extracted directly from the email itself.

Nectain includes a flexible variable builder that allows organizations to extract:

• text values,
• numbers,
• metadata,
• and other email content.

These extracted variables can then be passed directly into workflows and business processes.

For example:

• an invoice email can automatically launch an approval workflow,
• a supplier request can create a procurement process,
• or a customer email can open a service case automatically.

2. “Send Message to Process” Handler

Some workflows are designed to wait for incoming messages or events. With the “Send Message to Process” handler, organizations can automatically continue or trigger these workflows when specific emails arrive.

Users can:

• define a message code manually,
• select variables contained in the email,
• configure correlation logic using email variables,
• and pass additional variables directly into the running process.

This enables advanced workflow orchestration based on real-time email communication.

Typical use cases include:

• approval confirmations,
• workflow responses,
• customer replies,
• automated status updates,
• and event-driven process continuation.

3. “Recognize Document” Handler

The “Recognize Document” handler combines email integration with AI-powered document recognition.

Users can select a recognition template such as:

• AI Recognition,
• Intelligent Document Processing (IDP),
• or document splitting scenarios.

The system can automatically:

• extract attachments from emails,
• recognize document data,
• classify documents,
• and create documents in the system.

Users define the file source using variables of the “file” type.

For example, an organization can configure a variable named “attach” that searches incoming emails for:

• DOC,
• DOCX,
• PDF,
• PNG,
• JPG,
• and JPEG files.

If the option “multiple values allowed” is enabled, Nectain will process all email attachments automatically.

The platform can then create a single bulk recognition task where multiple files are recognized together in one automated operation.

This capability works similarly to power automate email attachment processing, but directly inside the Nectain intelligent document workflow platform — with built-in AI recognition, workflow automation, and document management.

Typical Business Use Cases

Accounts Payable Automation

Invoices arriving by email are automatically recognized, validated, and routed for approval.

HR Automation

CVs, onboarding forms, and employee documents are automatically processed and assigned to HR workflows.

Contract Processing

Contracts received by email are classified, recognized, and routed for review and approval.

Customer Service

Incoming customer requests automatically create service workflows and tasks.

Compliance & Archiving

All inbound communication and attachments become searchable, traceable, and audit-ready.

From Inbox to Intelligent Workflow

Nectain transforms email from a manual communication channel into an intelligent automation layer for documents and business processes.

By combining:

• email integration,
• workflow automation,
• AI recognition,
• IDP,
• and document management,

organizations can significantly reduce manual work while improving speed, accuracy, and process visibility.

If you want to see how Nectain can automate email processing in your organization, schedule a short demo with our team and see the platform in action with real business scenarios.