Using Inbound Emails

This guide walks through the typical workflow of processing an inbound email into an inventory order.

Browsing Emails

Navigate to Settings → Inbound Emails in the admin panel. You'll see a table of all synced emails with:

• From — sender email address
• Subject — email subject line
• Status — color-coded badge: blue (received), orange (action pending), green (processed), grey (ignored)
• Action — the action type if one has been selected
• Received — when the email was received

Searching & Filtering

• Use the search bar to filter by subject or sender address
• Use the Status filter dropdown to show only emails in a specific state
• Results are paginated — use the pagination controls at the bottom

Manual Sync

Click Sync Now to trigger an immediate IMAP fetch. This fetches the most recent 50 emails and stores any that aren't already in the system. The button shows a loading spinner while syncing.

Processing an Email

Step 1: Open the Email

Click on any row to open the detail page. You'll see:

• Full email headers (from, to, date, folder, message ID)
• The email body rendered in a sandboxed preview
• Action controls

Step 2: Extract Data

1. Select an action type from the dropdown (e.g. Create Inventory Order)
2. Click Extract Data
3. The system parses the email HTML and extracts:
   • Vendor name (from sender domain)
   • Order number
   • Line items (name, quantity, price, SKU)
   • Totals (subtotal, shipping, tax, total)
   • Tracking information
   • Currency

The extracted data appears in a JSON preview below the action controls. The email status changes to action_pending.

Step 3: Execute the Action

1. Click Execute Action to open the mapping dialog
2. In the dialog:
   • Select a Stock Location from the dropdown
   • For each extracted item, enter the Inventory Item ID of the matching item in your system
   • Adjust Quantity and Price if the extraction wasn't accurate
3. Click Execute Action to create the inventory order

On success, the email status changes to processed and the action result (including the new inventory order ID) is stored on the record.

Ignoring Emails

For emails that don't need processing (newsletters, spam, irrelevant notifications), click Ignore on the detail page. This sets the status to ignored and removes it from the active queue.

Status Lifecycle

received ──(extract)──> action_pending ──(execute)──> processed
    │                        │
    └──────(ignore)──> ignored <──┘

Status	Meaning
received	Email fetched and stored, no action taken yet
action_pending	Data has been extracted, waiting for admin to execute or ignore
processed	Action executed successfully (e.g. inventory order created)
ignored	Admin marked as not needing action

Tips

• Check extracted data before executing — the regex-based parser handles common formats but may miss items from unusual email layouts
• You can re-extract — running extraction again on the same email replaces the previous extracted data
• Errors are stored — if execution fails, the error message is saved on the record and visible in the detail page
• Use Sync Now sparingly — the IMAP IDLE listener handles new emails automatically in real-time; manual sync is for catching up on historical emails