Email Integration

Every Tavnit flow can have its own inbox address. When you enable the email trigger and send a document to that address, Tavnit takes each supported attachment, creates a separate extraction run for it, and processes it exactly as if you had uploaded it in the app.

Nothing is installed and nothing polls your mailbox: you forward mail to the address and Tavnit reacts. That makes it the shortest path from “invoices arrive by email” to “invoices arrive as structured rows”, with no code involved. Collections, Splitters, Pipelines, Matchers and Subjects have their own addresses too.

• Forwarding invoices or receipts straight from your inbox
• A shared accounts-payable mailbox with an auto-forward rule
• Letting suppliers send documents in without giving them a Tavnit login
• Extracting data that arrives in the message itself, such as order confirmations with no attachment

The trigger is off by default. Turn it on from the flow's detail page, copy the address it gives you, and send one document as a test before you point a forwarding rule at it.

1. 1Go to Flows and open the flow you want to receive documents.
2. 2Open the Email Trigger panel and switch it on. The flow's Inbox Address appears.
3. 3Click Copy next to the address. In the same panel you can add Allowed Senders or turn on Process Email Body (both explained below).
4. 4Send one PDF to it and check the Runs page. A new run appears with the source Email, and the sender's address is recorded on the run.
5. 5Once that works, add the forwarding rule in your mail client or shared inbox.

By default any sender can trigger a run by emailing the address. Add addresses to Allowed Senders in the Email Trigger panel and only those senders are accepted; mail from anyone else is silently discarded.

• Entries are full email addresses, not domains. Matching ignores letter case and display names.
• Leave the list empty to accept email from any sender.
• The list is available on the email trigger of flows, Collections, Splitters, Pipelines, Matchers and Subjects.
• When you forward through a shared mailbox, the sender Tavnit sees is usually the mailbox doing the forwarding, so that is the address to allow.

Some data never arrives as an attachment: an order confirmation, a booking notice, a supplier writing the quantities in the message. Turn on Process Email Body and Tavnit converts the message body to a PDF and processes it like any other document. It is available on flows and Collections.

• The body PDF appears in review like any other document, and the run is marked as coming from the email body.
• Quoted reply chains and signatures are dropped where the mail provider can identify them.
• Images inside the message are not read. Inline signature images do not count as attachments when deciding whether the body should be processed.
• A body with almost no text (“ok”, “thanks”, an empty forward) is not processed.

The email trigger is not limited to flows. Point an address at a whole sorting stage, a pipeline or a comparison instead of a single document type.

Flows, Collections, Splitters and Subjects read PDFs, common images and spreadsheets. Pipelines and Matchers read PDFs and images only. Anything else in the message is skipped without failing the rest: one unsupported file does not stop the other attachments from being processed.

An attachment is skipped rather than processed when any of these is true:

Your mail provider's attachment size limit applies before Tavnit ever sees the message. If a large scan bounces at the sending end, upload it in the app or post it to the REST API instead.

A spreadsheet attachment is treated as a document, not as a table to import. What happens depends on where you send it.

Very large sheets are rejected with an error. To load a spreadsheet as structured rows instead, use a Cleaner sweep.

Mail servers sometimes deliver the same message more than once, for example after a timeout. Tavnit recognises a redelivered message to the same address and does not process it again, so a retry never creates duplicate runs.

• Tavnit acknowledges the message within seconds and processes the attachments in the background, so an email with many attachments is safe to send.
• If processing is interrupted, it resumes where it stopped instead of starting over.
• One message sent to two different Tavnit addresses is processed once at each address.
• Sending the same file again in a new email is a new message and is processed again.

Email Output is the return leg: when a run finishes successfully, Tavnit emails the result to the addresses you configure. It is independent of the email trigger: you can use either on its own, or both to make a full send-in, get-back-out loop.

1. 1Open the flow's detail page.
2. 2Open the Email Output panel.
3. 3Add one or more Recipient Addresses.
4. 4Choose what each message carries under Attachments, then save.

• Output email only fires on runs that complete successfully. A failed run sends nothing.
• The subject line carries the flow name plus a per-run detail, so mail clients do not collapse every run of a flow into one thread.
• If the flow has human review enabled, the email waits until a reviewer approves the run.
• For machine-to-machine delivery, a webhook is a better fit than email.

The common setup is a shared mailbox that already receives supplier invoices, forwarded into a Collection so each supplier's format lands in the right flow, with results emailed to the finance team and pushed into a Bucket.

1. 1Build one flow per document type you receive, for example Supplier Invoices and Delivery Notes, and give each a clear description.
2. 2Put both flows in a Collection and enable the Collection's email trigger. Add the shared mailbox to Allowed Senders.
3. 3In the shared mailbox, forward any message with an attachment from your supplier domains to the Collection address.
4. 4On each flow, turn on Email Output with the CSV attachment for the finance team, and add a Bucket export so the data accumulates in one table.
5. 5Add a Cleaner with a conditional action that sends anything over your approval threshold to human review before it is delivered.

Nobody in finance has to open Tavnit. Invoices arrive where they always did, and the structured data comes back to the same inbox.

Because inbound mail is accepted silently, a document that does not turn up leaves no error in your inbox. Work down this list: the cause is almost always the trigger toggle, Allowed Senders, the attachment type, or a forwarding rule that strips attachments.