{"id":131,"date":"2016-06-14T18:24:02","date_gmt":"2016-06-14T18:24:02","guid":{"rendered":"http:\/\/gearmage.com\/blog\/?p=131"},"modified":"2026-02-05T22:52:03","modified_gmt":"2026-02-05T22:52:03","slug":"extract-emails-integrate","status":"publish","type":"post","link":"https:\/\/gearmage.com\/blog\/extract-emails-integrate\/","title":{"rendered":"Automate emails and integrate applications"},"content":{"rendered":"<p>This post explores how to extract data from emails, automate backend processes and hence reduce repetitive tasks. It also provides an overview of how to integrate LOB applications using some of the solutions provided on this site.<\/p>\n<blockquote><p><em>IMPORTANT NOTE<\/em><strong><\/p>\n<p><\/strong>This post is just a high-level overview and for an in-depth step-by-step walkthrough of how to setup a rule, go here instead:<\/p>\n<p><strong><a href=\"https:\/\/gearmage.com\/blog\/save-emails-and-attachments-to-folders\/\">Global Filters: A complete walkthrough<\/a><\/strong><\/p><\/blockquote>\n<h2>Automate\u00a0email with attachments<\/h2>\n<p>What options do you have when it comes to automating emails?<\/p>\n<p><a href=\"https:\/\/gearmage.com\/buymaildownloader.html\">Mail Attachment Downloader PRO<\/a> versions\u00a0offer a\u00a0cost-effective solution to automating emails within your enterprise running as a service on a server or in the cloud through Windows Azure (PRO Server version required).<\/p>\n<p>The way this is\u00a0achieved\u00a0is using rules for emails. You can setup many\u00a0rules for the software based on your needs via the UI.\u00a0These rules can be run for a single email account or across many accounts simultaneously.<\/p>\n<h2>Scheduled processing<\/h2>\n<p><a href=\"https:\/\/gearmage.com\/buymaildownloader.html\"><strong>Mail Attachment Downloader PRO Server <\/strong><\/a>lets you process incoming email on a scheduled frequency in the background 24&#215;7 unattended as a Windows service.<\/p>\n<p>It can recover from system restarts automatically, runs in the background even when no user is logged on and can also data center failure if a hot-standby is used to do so.<\/p>\n<p>It can also be run in the cloud using Windows Azure if needed.<\/p>\n<h2>Ordering of rules<\/h2>\n<p>The rules defined in the program are run top-down for each email and attachment. The first matching rule is used to download any emails or attachments within the email. If no rules are defined, then all emails will be downloaded.<\/p>\n<h2>Phases of rule processing<\/h2>\n<p>The software\u00a0breaks down processing emails into the following phases for each rule as shown.<\/p>\n<p><a href=\"https:\/\/gearmage.com\/blog\/2016\/06\/14\/automate-emails-integrate\/emailprocessphases-2\/\" rel=\"attachment wp-att-139\"><img data-recalc-dims=\"1\" loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-139\" src=\"https:\/\/i0.wp.com\/gearmage.com\/blog\/wp-content\/uploads\/2016\/06\/EmailProcessPhases-1.png?resize=840%2C461&#038;ssl=1\" alt=\"email processing\" width=\"840\" height=\"461\" srcset=\"https:\/\/i0.wp.com\/gearmage.com\/blog\/wp-content\/uploads\/2016\/06\/EmailProcessPhases-1.png?w=1196&amp;ssl=1 1196w, https:\/\/i0.wp.com\/gearmage.com\/blog\/wp-content\/uploads\/2016\/06\/EmailProcessPhases-1.png?resize=300%2C165&amp;ssl=1 300w, https:\/\/i0.wp.com\/gearmage.com\/blog\/wp-content\/uploads\/2016\/06\/EmailProcessPhases-1.png?resize=768%2C422&amp;ssl=1 768w, https:\/\/i0.wp.com\/gearmage.com\/blog\/wp-content\/uploads\/2016\/06\/EmailProcessPhases-1.png?resize=1024%2C563&amp;ssl=1 1024w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><\/a><\/p>\n<ul>\n<li><strong>Search and Filter phase:<\/strong>\u00a0For each rule, you can specify which emails or attachments need to be processed by including search filters using\u00a0the <a href=\"https:\/\/gearmage.com\/buymaildownloader.html#flex-filters\"><strong>Add button -&gt; Filters<\/strong><\/a><\/li>\n<\/ul>\n<ul>\n<li><strong>Extract:<\/strong> For each rule, extract data using the <a href=\"https:\/\/gearmage.com\/buymaildownloader.html#extractions\"><strong>Add button -&gt; Extractions<\/strong><\/a><\/li>\n<\/ul>\n<ul>\n<li><strong>Save files:<\/strong> Specify the <a href=\"https:\/\/gearmage.com\/buymaildownloader.html#save-body\">format and location <\/a>of where you want any files to be processed to be saved. This could be a temporary location if you do not want this data permanently stored. This could also include a <strong>file share<\/strong> (use UNC path).<\/li>\n<\/ul>\n<ul>\n<li><strong>Process email and files:\u00a0<\/strong>This last phase is used to run the automatic processing and includes<a href=\"https:\/\/gearmage.com\/buymaildownloader.html\"> many different actions<\/a> as shown below. These can include nested actions for example, unzip a file, decrypt a PDF, extract data and save the information to a database.<\/li>\n<\/ul>\n<p><img data-recalc-dims=\"1\" loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-135 aligncenter\" src=\"https:\/\/i0.wp.com\/gearmage.com\/blog\/wp-content\/uploads\/2016\/06\/menu-actions.png?resize=255%2C462&#038;ssl=1\" alt=\"email actions\" width=\"255\" height=\"462\" srcset=\"https:\/\/i0.wp.com\/gearmage.com\/blog\/wp-content\/uploads\/2016\/06\/menu-actions.png?w=255&amp;ssl=1 255w, https:\/\/i0.wp.com\/gearmage.com\/blog\/wp-content\/uploads\/2016\/06\/menu-actions.png?resize=166%2C300&amp;ssl=1 166w\" sizes=\"auto, (max-width: 255px) 85vw, 255px\" \/><\/p>\n<p><strong>Multiple email accounts and filters<\/strong><\/p>\n<p>Once these are setup for a rule, you can enter\u00a0many such rules. If you\u00a0have <a href=\"https:\/\/gearmage.com\/buymaildownloader.html#multiple-accounts\">multiple email accounts<\/a> to process, you can restrict a rule to apply to only one email account if needed by using an account filter (<a href=\"https:\/\/gearmage.com\/buymaildownloader.html#multiple-filters\">Add -&gt; Filters -&gt; Account email <\/a>in the rule).<\/p>\n<p><strong>SDK or API for email integration and processing<\/strong><\/p>\n<p>We now offer an <a href=\"https:\/\/gearmage.com\/plugin-sdk.html\">SDK or plugin API<\/a> to integrate with your backend systems in a more seamless manner. Contact us for more.<\/p>\n<h2>Common uses<\/h2>\n<ul>\n<li>Archive emails for further processing<\/li>\n<li>Receive invoice data via email and need to save data for\u00a0invoice processing<\/li>\n<li>Save emails and integrate with\u00a0<strong>ERP, EDI, eDMS, eCMS, document management systems or content management systems, eInvoicing invoicing software, Salesforce or medical systems<\/strong><\/li>\n<li>Use our<strong> PRO SDK (Software Development Kit)<\/strong> to integrate directly with your LOB applications.<\/li>\n<li>Save <strong>emails or Excel or CSV attachments<\/strong> sent via email to an in-house or cloud database for further processing<\/li>\n<li>Convert emails to <strong>PDFs or multi-page TIFF<\/strong> or over 50+ formats or merge\/split PDFs including attachments to hand-off to other document management systems or medical software<\/li>\n<li>Run custom in-house scripts after extracting attachments<\/li>\n<li>Auto-respond or send email notifications when certain types of emails or attachments arrive and then take other actions<\/li>\n<\/ul>\n<h2>Conclusion: Automate\u00a0emails, process and integrate applications<\/h2>\n<p>We have\u00a0provided a brief overview of how to automate\u00a0data from\u00a0emails within your enterprise\u00a0using an on-prem service or a cloud-based self-hosted service using Windows Azure using <a href=\"https:\/\/gearmage.com\/buymaildownloader.html\">Mail Attachment Downloader PRO<\/a>.<\/p>\n<p>For a more in-depth walkthrough of how to set a rule up, read through:<br \/>\n<strong><a href=\"https:\/\/gearmage.com\/blog\/save-emails-and-attachments-to-folders\/\">Global Filters: A complete walkthrough<\/a><\/strong><\/p>\n<p>If you have a specific use-case that is not covered let us know or if you need help integrating your backend systems we may be able to offer consultation services to do so.<\/p>\n<h3>Further reading<\/h3>\n<p>Some interesting how-to links and posts for further exploration:<\/p>\n<ul>\n<li>Save\u00a0\u00a0<a href=\"https:\/\/gearmage.com\/blog\/save-emails-and-attachments-to-a-database\/\">emails to a database<\/a>\u00a0or even\u00a0<a href=\"https:\/\/gearmage.com\/blog\/save-csv-excels-to-a-database\/\">excel\/csv from emails to a database<\/a><\/li>\n<li>Save to\u00a0<a href=\"https:\/\/gearmage.com\/blog\/multiple-email-accounts-via-rules\/\">multiple folders from multiple accounts using multiple email rules<\/a>.<\/li>\n<li><a href=\"https:\/\/gearmage.com\/blog\/automate-sending-emails\/\">Send emails automatically<\/a>\u00a0after downloading files or attachments or body<\/li>\n<li><a href=\"https:\/\/gearmage.com\/blog\/email-actions-unzip-convert-pdf-run-script\/\">Unzip files, Decrypt pdf\u2019s and run script\u2019s<\/a><\/li>\n<li>Extract data and\u00a0<a href=\"https:\/\/gearmage.com\/blog\/emails-invoice-processing\/\">download emails for invoice processing<\/a><\/li>\n<li><a href=\"https:\/\/gearmage.com\/blog\/convert-email-attachments-to-pdf\/\">Convert email attachments<\/a>\u00a0to different formats<\/li>\n<li>How\u00a0<a href=\"https:\/\/gearmage.com\/blog\/extract-emails-integrate\/\">email rules work<\/a>\u00a0in-depth<\/li>\n<\/ul>\n<h3>Contact us<\/h3>\n<p><a href=\"mailto:support@gearmage.com\">Contact us<\/a>\u00a0if you have any questions, suggestions about the\u00a0functionality described in this article.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>This post explores how to extract data from emails, automate backend processes and hence reduce repetitive tasks. It also provides an overview of how to integrate LOB applications using some of the solutions provided on this site. IMPORTANT NOTE This post is just a high-level overview and for an in-depth step-by-step walkthrough of how to &hellip; <a href=\"https:\/\/gearmage.com\/blog\/extract-emails-integrate\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;Automate emails and integrate applications&#8221;<\/span><\/a><\/p>\n","protected":false},"author":1,"featured_media":139,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[4,6],"tags":[31,43,46,42,47,44,40,45,52],"class_list":["post-131","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-mad","category-tips","tag-archive-emails","tag-automate-emails","tag-email-archival","tag-email-automation","tag-email-automation-sdk","tag-email-extraction","tag-email-parser","tag-email-processing","tag-extract-emails"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Automate emails and integrate applications - Gearmage Blog<\/title>\n<meta name=\"description\" content=\"Automate emails, email tasks and integrate with other on-prem or cloud based applications with ease. 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