Practical knowledge for Swiss SMEs
Inbox, mail & forms
Guides for “Inbox, mail & forms” in : step by step, with the place in the menu, the steps and the limits.
Inbox, mail & forms
Inbox
Docu | base › Inbox
Collects new files before filing and works through them as a stack: preview, recognised text, classification suggestion and duplicate warning sit next to the filing form. Type, company, title and fields are checked before filing. Web uploads appear in the inbox immediately. Text recognition and suggestions run in the background, with a status for each item. Documents can be filed during recognition or after an error by entering details manually. Recognised full text is added to the original version later without changing the chosen details.
Step by step
- Select files or drag them into the upload area.
- Pick the item under “Document n of m pending”; the preview shows images and PDFs (with “Previous page” and “Next page”); if needed, open “Recognised text” and check the suggestion and duplicate warning.
- With the permission “Create documents, versions, fields, check in/out”, review the type, company, title, folder (prefilled from scan address, rule or what was learned) and fields; when you change the type, the fields adapt at once and compatible values are kept.
- “File and continue” (for types archived immediately, “Archive and continue”) files the item and shows the next one; “File and open document” goes to the new document instead.
- “Defer” marks the item as deferred and shows the next one without losing your entries; for a duplicate, deliberately choose “File anyway as a separate document” or remove the inbox item with “Discard”.
- Automatically filed documents are listed for 30 days under “Filed automatically – for review”; “Correct” confirms, otherwise open the document and correct it.
Inbox rules
Docu | base › Inbox › Inbox rules
Rules for scans: split batches at separator sheets (QR code) and blank pages, straighten skewed scans, redact personal data per document type when filing; separator sheets to print.
Step by step
- Open the rules from the inbox.
- Choose splitting and blank pages, switch on straightening if needed.
- Set the patterns and terms to redact per type.
- Download a separator sheet, print it and place it between documents.
- Enter filing rules (sender, subject, text → type and folder) and switch “File reliably recognised documents automatically” on or off.
Filing note and invoice details in the inbox
Docu | base
An optional note can be entered before uploading. It appears in the inbox and becomes a comment on the filed document attributed to the uploader. Supplier and due date are suggested from invoice text and the QR creditor; completed values are retained.
Step by step
- Enter before choosing files. The note applies to all files uploaded together and becomes a document comment after filing.
- People with filing permission review the file in the inbox and file it in the appropriate folder. “My uploads” shows the status for 30 days. Filed documents appear under “Documents” for authorised people.
Mail archive
Docu › Mail archive
Archive business emails unchanged as original messages: automatically from the mail module, by import or from IMAP mailboxes.
Step by step
- Choose “Turn on”; from then on, emails sent and received by the mail module are archived.
- Import older emails as .eml or .mbox files.
- Add further mailboxes under “Add mailbox” with IMAP server, username, password and folders; synchronisation runs every night.
Web forms
Docu | base › Web forms
Fill in web forms internally; every submission is filed as a PDF in the chosen type, attachments as linked documents, and matching workflows start.
Step by step
- Open “Forms”.
- Choose “Fill in” for the form.
- Complete the fields and choose “Submit”.
Edit form
Docu | base › Forms › Edit
Form builder: fields (text, number, amount, date, choice, yes/no, email, file) with required flag and help text, mapping to Docu fields, filing type and company; optionally public via a link without sign-in.
Step by step
- Under “Forms” choose “New form” or edit one.
- Choose name and filing type.
- Add, order and map the fields.
- For a public link tick “Public via link” and save; copy the link right away.
The next step starts with a conversation.