> For the complete documentation index, see [llms.txt](https://developer.emporix.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://developer.emporix.io/document-intake-cockpit/configuration/email-configuration.md).

# Email Configuration

Configure folders, classification categories, labels, and reusable email templates for the Document Intake Cockpit.

Use **Email Configuration** to define folders, classification categories, labels, and reusable templates for the [Email Inbox](/document-intake-cockpit/cockpit-views/email-inbox.md).

Open **Configuration** → **Email Configuration** in the side menu. The view divides what you can configure into tabs:

* **Email Folders** – Folders in the Inbox sidebar.
* **Classification Categories** – Categories the AI can apply to incoming mail, optionally mapped to a folder.
* **Email Labels** – Labels available on emails in the Inbox.
* **Templates** – Reusable, localized content for composing and replying.

<figure><img src="https://1808414410-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPBaf05o2vgbdikMFDTyz%2Fuploads%2Fgit-blob-e07343844a5247206a3d2df9fef2edbba396b7e3%2Femail_configuration.png?alt=media" alt="Email Configuration, Email Folders tab with Inbox, Invalid, Ignored, and Archived"><figcaption><p>Email Configuration on Email Folders with Inbox, Invalid, Ignored, and Archived</p></figcaption></figure>

{% hint style="warning" %}
Before you delete a folder, remove it from category mappings and existing emails. Before you delete a category or label, remove it from existing emails. After confirmation, deletion removes the configuration entry only. The cockpit does not clean up dependencies. A deleted label can appear as its raw ID on an existing email.
{% endhint %}

## Email folders

On **Email Folders**, select **Add folder**. Set **ID** (locked after you save), **Name (EN)**, **Display order**, and **Icon**, then select **Save**. **Display order** is a number; lower numbers appear first in the Inbox sidebar. Use **Edit** or **Delete** on a row to change or remove a folder. Move a folder up or down to change that list order; the new **Display order** values are saved automatically.

<figure><img src="https://1808414410-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPBaf05o2vgbdikMFDTyz%2Fuploads%2Fgit-blob-5a8b78a31f859a1e21f2767b6e7c1102a14edda9%2Femail_classification_folder.png?alt=media" alt="Edit folder dialog with ID, Name (EN), Display order, and icon gallery"><figcaption><p>Edit folder with ID, name (EN), display order, and icon</p></figcaption></figure>

{% hint style="info" %}
Create folders before you map categories to them.
{% endhint %}

## Classification categories

Use **Classification Categories** so the AI can tag incoming mail by purpose, for example, invoice, order, query, or spam. Categories appear as filters in the [Email Inbox](/document-intake-cockpit/cockpit-views/email-inbox.md). You can also map a category to a folder so classified mail is filed automatically.

<figure><img src="https://1808414410-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPBaf05o2vgbdikMFDTyz%2Fuploads%2Fgit-blob-463c6b95e246a11822b3022f9ad278d81c81f4a2%2Femail_classification_categories.png?alt=media" alt="Classification Categories list with color, ID, name, folder, and description"><figcaption><p>Classification Categories with color, ID, name, folder, and description</p></figcaption></figure>

{% stepper %}
{% step %}

#### Open the category editor

Select **Add category**, or use a row's **Edit** action for an existing category.
{% endstep %}

{% step %}

#### Set the category fields

Set **ID** (locked after you save), **Name (EN)**, and a **Color**. Optionally map the category to a **Folder**, or leave **Folder** set to **– None –**. In **Description**, write the instruction the classifier uses to choose this category. That text is for the AI, not a display note in the Inbox.
{% endstep %}

{% step %}

#### Save the category

Select **Save**. Use **Delete** on a row to remove a category you no longer need.
{% endstep %}
{% endstepper %}

<figure><img src="https://1808414410-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPBaf05o2vgbdikMFDTyz%2Fuploads%2Fgit-blob-4a0bf43f6997f87a2b1477182c8e8dda85e77f15%2Femail_classification_category.png?alt=media" alt="Edit category dialog with ID, name, color, folder, and description"><figcaption><p>Edit category with ID, name (EN), color, folder, and description</p></figcaption></figure>

{% hint style="info" %}
When incoming mail is classified into a category, it is filed in the **Folder** mapped to that category. Leave **Folder** set to **– None –** if you only need the category name and color. Selecting **Save category** on a message in the [Email Inbox](/document-intake-cockpit/cockpit-views/email-inbox.md) changes the category but leaves the message in its current folder. Drag a message onto a folder to move it.
{% endhint %}

## Email labels

On **Email Labels**, select **Add label**. Set **ID** (locked after you save) and **Name (EN)**, then select **Save**. Use **Edit** or **Delete** on a row to change or remove a label. Labels are separate from classification categories. You can also create a label from conversation detail in the [Email Inbox](/document-intake-cockpit/cockpit-views/email-inbox.md).

<figure><img src="https://1808414410-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPBaf05o2vgbdikMFDTyz%2Fuploads%2Fgit-blob-bda5064414134a5dea994fb3edbc59c8f93c9852%2Femail_classification_labels.png?alt=media" alt="Email Labels list with ID, name, and actions"><figcaption><p>Email Labels with ID, name, and actions</p></figcaption></figure>

<figure><img src="https://1808414410-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPBaf05o2vgbdikMFDTyz%2Fuploads%2Fgit-blob-fa2592678dbb369e7f9cb8dfdbb92e4249071a97%2Femail_classification_label.png?alt=media" alt="Edit label dialog with ID and Name (EN)"><figcaption><p>Edit label with ID and name (EN)</p></figcaption></figure>

## Email templates

On **Templates**, organize reusable messages in groups and make approved content available in the Inbox.

<figure><img src="https://1808414410-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPBaf05o2vgbdikMFDTyz%2Fuploads%2Fgit-blob-46609f2f4dd2aca21274a51e805911d927d49991%2Femail_templates_groups.png?alt=media" alt="Email Templates groups with nested groups and templates"><figcaption><p>Email Templates with groups and Missing shipping address marked Active</p></figcaption></figure>

{% stepper %}
{% step %}

#### Create the group structure

Select **Add group**, enter a **Name** in at least one language, optionally select a **Parent group**, and set the **Display order**. Select **Save**. To create another level, use a group's **Add subgroup** action. You cannot delete a group until you remove its subgroups and templates.
{% endstep %}

{% step %}

#### Configure the template

Under a group, select **Add template**. Enter a localized **Name**, confirm the **Group**, and set the **Display order**. You can optionally select a **Document type** to influence which templates the cockpit suggests; this scope does not strictly prevent use with other document types. Provide a localized **Subject** and **Body**. Use the visual editor for formatted content, or switch to HTML mode when you need to edit the markup.
{% endstep %}

{% step %}

#### Add dynamic content

Insert document, related-source, or master-data values with placeholders in the form `{!variable.path}`. The reserved variables `document` and `user` are available for document and current-user values, for example `{!document.id}`.

For a master-data value, select **Add data source**, enter a **Variable name**, and select the **Master data entity type** and **Id field**. If the template has a **Document type**, select **Related to document** and choose the **Document field path** that identifies the record. A data source named `vendor` makes fields available as placeholders such as `{!vendor.name}`. When the record cannot be resolved from the document, it can be selected while applying the template.

Custom variable names must start with a letter, can then contain letters, digits, and underscores, and must be unique. The editor reports invalid, duplicate, or reserved custom names inline.

For localized values, set **Preferred language path** to a path such as `vendor.preferredLanguage`. The template uses the language code found there and falls back to the current user's language.

<figure><img src="https://1808414410-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPBaf05o2vgbdikMFDTyz%2Fuploads%2Fgit-blob-f5e5710ca658c3a6a64910d94ed8e108f4114514%2Femail_template_edit.png?alt=media" alt="Edit email template with General settings, data sources, and placeholders"><figcaption><p>Edit email template with general, data sources, and placeholders</p></figcaption></figure>
{% endstep %}

{% step %}

#### Preview and activate

Until you bind a sample document, document placeholders stay highlighted in **Preview**. Placeholders from `user` can resolve from the signed-in account. Select a sample document, then check the rendered subject and body. Select **Active** in **General** when the content is approved and ready for use in the Inbox, then select **Save**.

<figure><img src="https://1808414410-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FPBaf05o2vgbdikMFDTyz%2Fuploads%2Fgit-blob-28d3dafa10ce18f1360a51f33894ca4d4d82922d%2Femail_template_preview.png?alt=media" alt="Email template Preview with unresolved placeholders highlighted"><figcaption><p>Email template preview with unresolved placeholders highlighted</p></figcaption></figure>
{% endstep %}
{% endstepper %}

Active templates that contain content are offered when composing a message or reply in the [Email Inbox](/document-intake-cockpit/cockpit-views/email-inbox.md). Keep inactive templates for drafting or review.

## Email inbox

These settings drive the [Email Inbox](/document-intake-cockpit/cockpit-views/email-inbox.md). The sidebar lists your folders plus built-in **All mails** and **Sent**, and filters by category and label. Drag a message onto a configured folder to move it. You cannot drag a message onto **All mails** or **Sent**.

## Suggested setup pattern

Use one shared folder list in the [Email Inbox](/document-intake-cockpit/cockpit-views/email-inbox.md), no matter which [document types](/document-intake-cockpit/configuration/document-configuration.md) you process (for example invoices, orders, quotes, or returns). A practical starting pattern:

| Folder  | Typical use                          |
| ------- | ------------------------------------ |
| Working | New mail that still needs attention  |
| Invalid | Incomplete or unreadable mail        |
| Spam    | Unrelated or marketing mail          |
| Queries | Questions about an existing document |
| Archive | Mail that no longer needs attention  |

Example labels: `FOLLOW_UP`, `NEEDS_REVIEW`.

If mail is often misclassified, make each category **Description** more specific so the categories stay distinct.

You can control who can open **Email Configuration** in [Access Configuration](/document-intake-cockpit/configuration/access-configuration.md).

{% hint style="info" %}
See the [Order Intake Example](/document-intake-cockpit/configuration-examples/order-intake.md) for a worked tenant configuration in this cockpit.
{% endhint %}


---

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