In addition to Vault’s standard email processor, you can use a RIM-specific email processor to convert inbound emails and their attachments into unclassified Vault documents. This can be useful, for example, for quickly uploading and classifying Health Authority correspondence sent to your organization as an email attachment.
Note: This feature is only available in RIM Vaults and must be configured by an Admin.
About the Vault RIM Create Documents from Email Processor
The Vault RIM Create Documents from Email processor performs many of the same actions on inbound emails as the standard Create Document from Email processor, with special attachment handling for RIM business needs.
When processing inbound emails, Vault:
- Creates Unclassified Vault documents for the email itself and for each individual attachment, when included. If documents in your Vault are configured to allow Attachments, the processor also adds them to the email document. See Email & Attachment Limitations.
- Sets the Created from email document field with a link to the Email object record and tags each document with a Created from ingested email document tag. You can use both to search and filter for ingested email documents in the Library.
- Notifies the sender of all creation successes and failures in a Vault email and notification. If duplicate content detection is enabled in your Vault, the notification also includes a link to any existing documents skipped during processing.
To enhance your organization’s Email Processing capabilities, train the RIM Bot, a machine learning model, to automatically classify documents in the Document Inbox.
Email & Attachment Limitations
- The Vault RIM Create Documents from Email processor supports inbound emails with up to 20 attachments. Duplicates (when detection is enabled), blocked items, and the email itself do not count towards this limit. If the email contains 21 or more attachments, Vault marks the Email object record as Failed and sends a notification.
- Duplicate content detection does not extend to the email itself. See the Email Sent to a Group use case for details on how Vault behaves when the same email is sent more than once.
Use Cases {#use=cases}
Email Sent to an Individual
At VernBio, all email correspondence with an outsourced medical writing team is sent directly to Regina. When the team sends a document as an email attachment, Regina forwards the email to her Vault’s inbound email address, and Vault creates two Unclassified documents: one for the email, and one for the attached document. Regina manually classifies both from her Document Inbox.
With RIM Bot in Use
In the above scenario, Regina only needs to forward the email to her Vault’s inbound email address: Once Vault creates the Unclassified documents, RIM Bot classifies them.
Email Sent to a Group
VernBio’s correspondence with the EMA is sent to an inbox shared by the entire Regulatory group, including Roger and Regina. Roger monitors the inbox more frequently, so when the shared inbox receives an email from the EMA with VernBio’s latest Approval letter attached, he forwards the email to Vault’s inbound email address and manually classifies the email and Approval letter in the Vault Library.
Later in the day, Regina forwards the same email to the inbound email address. Vault creates a document for the email and notifies Regina that the letter is already in the Library. Regina opens the duplicate document from the notification and sees Roger is listed as the document’s Owner.
As VernBio’s Inbox document lifecycle does not allow Regina (now the duplicate email document Owner) to delete such documents, Regina notifies VernBio’s Vault Admin of the error, and the Admin deletes the email document from the Document Inbox.
With RIM Bot in Use
In the above scenario, RIM Bot automatically classifies the email document for Regina. When Regina reviews the Vault notification and observes the letter is already in the Library, she asks VernBio’s Vault Admin to delete the accompanying email document.
About the Correspondence Email Processor
The Correspondence Email Processor automates the initial steps of the correspondence intake process.
In addition to creating documents for the email and its attachments, the processor performs the following:
- Automatically classifies documents based on the document type configured for the inbound email address.
- For customers who wish to have RIM Bot continue to classify documents, the document type can be configured as Unclassified for the inbound email address
- Automatically assigns user groups to document roles configured on the Inbox/Unclassified document lifecycle and defaults the user group assignments into the document’s Sharing Settings.
- Starts a workflow that can auto-assign tasks based on the defaulted roles within the uploaded document’s Sharing Settings.
- Vault generates a relationship between the original source email document and each document created from the email’s attachments.
With the Correspondence Email Processor, Vault automates these steps to ensure documents are immediately actionable. For example:
- If you forward an email to the assigned address, Vault can automatically classify the extracted document as a Request for Information.
- When emails include attachments, Vault creates relationships between the email source and all attachment documents.
- If configured, Vault automatically initiates a multi-document workflow and assigns tasks to specific user groups so they are notified to process documents in the Inbox.