Before you begin this guide, it’s best to check whether you have already set up a Microsoft 365 connection. If not, you can follow the guide explaining how to do so.
Adding Mailboxes
Once you have opened the Microsoft Connector, you will see new options at the bottom. Click on “Edit connected mailboxes.”
Select the mailboxes you want to read, such as a specific user mailbox or a shared mailbox. Then click “Confirm.”
Configuring Inflow Rules
1. Create an Inflow Rule
Here you determine which Paperbox Inbox the emails should go to. In Paperbox, you may have inboxes such as Claims, Production, Scan-Claims, etc. For each connected email address, you can define the corresponding box.
Under Target Inbox, select the appropriate Paperbox Inbox.
For personal mailboxes, enable Inflow Filtering. This ensures that internal emails or emails not coming from customers, insurers, experts, or lawyers will not be further processed in Paperbox.
Optionally, you can also configure the following within the rule:
Document Type → Automatically import all emails under a specific document type.
Tag → Apply a tag to an email.
Metadata Types → Add internal metadata to a document to influence processing flow or integrations with orchestration and target systems.
2. Set a Start Date for Your Rule
You can choose a date from which the mailbox will be read using “Process emails from.” This is based on the received date of the email.
For example, if you select today’s date, all emails received today will be processed.
🛑 Important: Paperbox does not use the read/unread status. The system uses a hidden internal marker. Once an email has been processed, it cannot be processed again unless it is moved to another folder that is also being monitored.
3. Activate Your New Rule
The rule must be set to Active if you want to start reading this folder. If preferred, activation can also be coordinated with someone from Paperbox.
4. Reprocessing Emails
To reprocess an email, move it to another folder. Paperbox will treat the email as new and reapply the import rule.
Examples of Use Cases
If a returned email is moved to a folder other than the one Paperbox reads from (Inbox), it can be reprocessed by dragging it back into the Inbox folder.
If a returned email is moved to a folder that Paperbox already processes (e.g., back to Inbox), an additional folder must be configured (e.g., “Reprocess by Paperbox”) where the email can be dragged for reprocessing.
Configuring the Outflow
Actions can also be configured in Paperbox that affect not only your target system (such as Brio or Salesforce) but also the mailbox from which the email was read.
🛑 Only emails read through the Paperbox Microsoft 365 connection are processed by the outflow configuration. Manual uploads or emails from another source are not affected.
Default Destinations
For each action in Paperbox (Approve, Bounce, Delete), you determine where the email should end up in your mailbox.
By default, the destinations are:
Archive
Inbox or a separate folder
Deleted Items
(in the order of the actions)
These defaults apply to all processed emails.
If, for example, the bounce folder is the same as the inflow folder (e.g., Inbox), emails will be placed back as “read” and will not be further processed by Paperbox.
Granular Outgoing Rules
For each action and document type, a specific rule can be configured.
For example, you can forward the email by specifying an address under “Email recipients.” You can also select a different destination folder.
How to Configure:
Go to Outgoing Mapping → Add Outgoing Rule
Choose an Inbox
Optionally select a document type
Choose an action (Approve, Delete, or Return)
Choose a destination folder in your mailbox
Optionally add email addresses to forward the email from your mailbox
Examples
Example 1 – Move an email to a folder
Document Type: /
Action: Delete
Destination Folder: “Deleted Items”
Forward To: /
Example 2 – Forward on Return action
Document Type: /
Action: Return
Destination Folder: /
Forward To: [email protected]
🛑 If no outflow is configured, Paperbox will not take any action in your mailbox.
Email Categories
You can choose to apply a category to an email depending on the action taken within Paperbox. This increases visibility in your mailbox regarding what was processed and how.
Options
The following categories can be enabled for these Paperbox actions:
Approve
Delete
Return
How Does the Category Appear in My Mailbox?
The format begins with a Paperbox icon 📨
Followed by a status text: Approved, Deleted, or Returned.
This will appear in the language configured in the Paperbox environment (not the user’s language).
Examples:
📨 Approved (English)
📨 Approuvé (French)
Automatically Returned Emails
Emails flagged by our system as items that cannot be processed will receive the category “📨 Returned” and an additional category indicating the reason.
Example in Outlook:
Summary
There are multiple configuration options that we can set up together to ensure the correct interactions with your mailbox and your team.
Need Help?
If you get stuck or notice something isn’t working correctly, feel free to contact us at [email protected] or click on the support bubble in the bottom-right corner of your screen.