About Email Collection

Email Collection is a feature which can be selected in the Store.

The first Email Collector you set up will be Free Of Charge. Thereafter depending on your ALX licence, additional collectors are charged at £75.00 per month each.

Email Collection allows you to monitor a dedicated inbox. It is useful to align an email collector with your system backend settings so that if targets respond to outgoing emails they can be picked up.

On receipt of emails (from an email address of a target in the target group to which the collector is mapped OR from another individual making reference to the target via stipulated field data) the message and any associated attachments will be imported directly to the target's Unassigned Documents List.

ALX will generate a notification to the target's patron to let them know that documents have been uploaded.

The body of the message is uploaded as a plain text email (including headers if required) and all attachments as PDF documents.

If required, you can use filters on Subject and Sender Address to stipulate what email subjects and sender addresses will be picked up. Similarly Blacklist will allow you to exclude certain email addresses.

Subject, Sender and Blacklist work with exact matches and wildcard eg *@hotmail.com for any mail from Hotmail addresses.

The mailbox is searched for any unprocessed messages. When found and imported to ALX the message will not be processed again. If the mailbox is accessible and a message is moved before it can be processed it will not be imported. For this reason we would recommend that the mailbox has limited access. 

There is a Save Copy function which allows you to automatically move the email to a subfolder on completion of the pick up.

Email Collection will import most file types including Word, Excel, PDF and Jpeg but not Powerpoint.

Please see further articles for help in how to set up your Mail Collector.