Before you can use the inbox for incoming invoices, the maintenance workflow, or property attachments, you must first set them up.
Prerequisite
An email address to which incoming invoices are sent
A mailbox for the FM Portal has been set up on the Exchange server
For Outlook: This mailbox is not an alias mailbox. If multiple mailboxes are to be used as a primary mailbox, distribution lists must be used for this purpose
Recommendation: To see how to create these distribution lists, use the following external link: Create and manage distribution groups in Exchange Online | Microsoft Learn
The portal user has the necessary permissions on the Exchange server
The CheckPortalEmailInbox timer job must be active
Procedure in the FM Portal
Path to the starting point: Control Panel - Portal Options - Portal Administration - Mailbox - Email Receiving Addresses
Click New.... A new record opens.
Enter the email address to which incoming invoices are sent.
If necessary, select a positive and a negative response.
Select the appropriate type under Mail Type.
PDF files sent to the selected email address will now be automatically forwarded to the inbox.
Tip: Under Control Panel - Portal Options - Portal Management - Mailbox - Sender Whitelist, you can view all email addresses stored in the FM portal.
Note: Incoming emails that cannot be processed for various reasons are moved to the "Unprocessed" or "Processing Error" folders and do not appear in the eTASK.FM portal. Check these folders regularly to ensure you don’t miss any important emails.
Note: For incoming fax responses, senders always receive a reply email; for all other email types, a reply is sent only if the sender addresses are on the whitelist.