Gateway Mailboxes

Gateway Mailboxes give your tenant real email addresses that Studio owns. Email sent to one of these addresses is received by Studio, stored with its attachments, and can start an Action Flow automatically — for example capturing supplier invoices that vendors email to you.

When To Use Mailboxes

Capture documents that arrive by email, such as invoices, statements, or order confirmations.
Give each customer, company, or process its own address so incoming mail is pre-sorted.
Start an Action Flow from an email without anyone forwarding or uploading files manually.

Create A Mailbox

Open Gateways > Mailboxes from the main navigation.
Choose New Mailbox.
Give the mailbox a name and, optionally, a description.
Either let Studio generate the address or type your own address prefix, for example invoices-northwind. When more than one domain is available, choose the domain in Domain; the first one is the default. A mailbox keeps its domain after it is created. When your tenant already has custom addresses, Studio suggests a prefix written the same way — the same separator (dash, underscore, dot or none) and the same leading part, usually your company name. Select the suggestion to use it.
Save. The address is ready immediately — use Copy to share it with the sender.

Addresses are globally unique and stay reserved even after a mailbox is deleted, so an address is never reused by another tenant. The prefixes dooap-studio, postmaster and abuse are reserved for Dooap Studio itself: Studio sends its notification emails, such as Human Task requests, from dooap-studio@ on the same domain.

Tenant admins manage mailboxes; all tenant users can read the received emails.

Delete And Restore A Mailbox

Deleting a mailbox stops it from receiving email immediately. Its received emails are kept, and its address stays reserved for your tenant.

To bring a deleted mailbox back, create a mailbox with the same address again, either with New Mailbox and the same address prefix or with From Dooap Companies. Studio then restores the deleted mailbox instead of creating a new one:

Its received emails show up again.
Actions whose Email Received trigger listened to it receive its email again.
Its sending and attachment settings are kept; it is enabled and takes the name you entered.

For a mailbox created from a Dooap company, deleting it also removes its address from the company's e-invoice addresses in Dooap, and restoring it registers the address on the company again. If Dooap cannot be reached or the Dooap App lacks the Companies admin permission, the mailbox is still deleted or restored, and Studio shows a warning with the reason.

Create Mailboxes From Dooap Companies

If your tenant has a Dooap App configured, From Dooap Companies creates one mailbox per company in a single step, with generated names and addresses based on the company code.

Studio also registers each new mailbox address as the company's e-invoice address in Dooap, so Dooap assigns the invoices that arrive at the mailbox to that company without any manual mapping.

New addresses and names follow the format of the company mailboxes your tenant already has. If those are named contoso_corp_usmf_ap, a new company gets contoso_corp_demf_ap rather than the default contoso-corp-demf-invoices; the dialog shows the format it uses. Without earlier company mailboxes, the default format takes the separator and company-name spelling of your other custom addresses. A company that already has a mailbox is recognized by its company code, even when its address uses an older format.

The In Dooap column shows what Dooap knows about each company's mailbox:

State	Meaning
Registers on create	No mailbox yet, or only a deleted one. Creating it registers the address in Dooap; a deleted mailbox with the same address is restored instead of created.
Registered	The mailbox exists and Dooap lists its address on the company. Nothing to do.
Not registered	The mailbox exists, but Dooap does not list its address yet — for example because it was created before Studio registered addresses, or the registration failed. Select the company to register it; no new mailbox is created.
Registered to `<code>`	Another company lists the address as its e-invoice address. Fix the assignment in Dooap before registering it here.

Registering requires the Dooap App's credentials to have the Companies admin permission in Dooap. When a registration fails, the mailbox is still created and the row explains why (for example a missing permission, or Dooap throttling requests); the company stays selected so you can run the registration again once the cause is fixed.

Read Received Emails

The Received Emails list shows every email the tenant's mailboxes have received. Select a row to open the email details panel with the sender, recipients, body (plain text or original HTML), and attachments. Attachments can be previewed inline and downloaded.

Images that the sender embedded in the message body — signature logos, or a screenshot pasted into the email — are stored as attachments too. They are marked Inline in the attachment list, and the HTML view of the body shows them in place instead of as broken images.

Use the search box to find emails by sender, recipient, subject, or the beginning of the body. The Timeframe selector limits the list to recently received email, from the last 15 minutes up to the last 90 days; the list opens on the last 24 hours, so widen it to search older email. The email cards on the dashboard open the list on the dashboard's time frame instead. Choose Custom range to enter your own From and To date and time, or leave both empty to list every email. Selecting a mailbox row filters the list to that mailbox. Filters are part of the page address, so a filtered view can be shared as a link.

The details panel also offers:

Action Runs — links to each run the email started, to see exactly how it was processed.
Re-trigger — dispatch the email again to the Actions that are published now. Use this after building or enabling an Action for a mailbox that already received email. You can re-trigger several emails at once by selecting them in the list.
Archive — dismiss a reviewed email so it no longer appears under the failed or unprocessed filters. Re-triggering an archived email un-archives it.
.eml — download the whole email for troubleshooting in a mail client.

Email Statuses

Status	Meaning
Received	Stored and about to be dispatched.
Scanning	Attachments are being checked for malware.
Processing	Dispatched to one or more Actions whose runs are still going.
Processed	All triggered Action runs finished successfully.
Not processed	No published Action matched the email.
Failed	An Action run failed, or the email could not be processed.
Quarantined	Malware was found in an attachment; the email was never processed.
Archived	Dismissed by a user.

Trigger An Action From Email

To process incoming email, bind an Action to the Email Received trigger:

Open the Action and select the Trigger node.
Choose Email Received.
Pick one or more mailboxes. Leave the selection empty to react to every mailbox in the tenant.
Save the trigger and publish the Action.

Attachments of the triggering email are provided to the run as input files, so an OCR step can read an attached PDF without any extra configuration. To pick a specific attachment — for example only the PDF when the sender also attaches images — add the Read Gateway Email Attachment input to the step and set a file name pattern such as *.pdf.

When an email carries several attachments with the same file name, the later ones are stored as name (2).ext, name (3).ext and so on, in the order they appear in the email. The trigger payload, the inbox and the run's input files all use these stored names, so each attachment can be selected individually — for example invoice (2).pdf for the second of two files named invoice.pdf.

Images embedded in the email body (signature logos and the like) arrive as attachments as well. In the trigger payload each entry under triggerPayload.attachments carries isInline: true and a contentId for such images, and triggerPayload.hasFileAttachments is true only when at least one attachment is a real file. The Read Gateway Email Attachment input and the Get Gateway Email Attachment tool prefer file attachments over embedded images, so a pattern like * picks the attached document rather than a signature logo. When the picture in the body is what you need — for example an invoice pasted into the email — target it by name (*.png) or let an Agent step read it from the run's input files.

Filter Which Emails Start The Action

Under Filter, add Email Conditions to narrow down which emails trigger the Action. All conditions must match. You can filter on the To, From, and Cc addresses, the subject, the body, whether the email has attachments, whether it has file attachments (ignoring images embedded in the body, such as signature logos), and whether it was classified as spam. A common setup is "Spam — is not spam" together with a sender or subject condition, or "File attachments — has file attachments" for a mailbox that receives documents.

Importing An Email-Triggered Action Flow

An exported Action Flow refers to its mailboxes by id. When you import such a flow, the import wizard shows a Mailboxes section listing this tenant's mailboxes: pick the ones the flow should listen to. If you select none, the flow receives email from every mailbox in the tenant until you narrow it in the trigger configuration.

Mailboxes brought over with mailbox import keep their ids, so a flow exported from the same source environment finds its mailboxes without any selection.

Export And Import Mailboxes Between Environments

To move mailboxes from one environment to another — typically from UAT to Production, which cannot be connected directly — export them as JSON and import the JSON in the target environment, the same way Actions and Apps are promoted. Tenant admins see Export and Import next to New Mailbox.

In the source environment, open Gateways > Mailboxes and select Export.
Pick the mailboxes to include (all are selected). The dialog shows their JSON: each mailbox's name, address prefix, description, settings (enabled, allow sending, unpack attached emails) and Dooap company code. Received emails are not included.
Select Copy to Clipboard (or select the JSON and copy it with the keyboard). To keep the export as a file instead, select Download JSON.
In the target environment, open Gateways > Mailboxes, select Import, paste the JSON and select Preview — or choose the downloaded file.
Studio checks the import without changing anything and lists what each mailbox becomes here. Review the list, clear the mailboxes you do not want, and select Import.

Each mailbox keeps its address prefix and gets the target environment's domain, so contoso-usmf-invoices@ in UAT becomes contoso-usmf-invoices@ on the Production domain.

Import shows	Meaning
New	The mailbox is created.
Restores deleted mailbox	A deleted mailbox of this tenant has the address; it comes back with its received emails and settings from the file.
Exists	The tenant already has the mailbox. Nothing changes.
Exists, differs in …	The tenant already has the mailbox with other settings, which are kept. Select Update existing mailboxes to overwrite them with the file's.
Failed	The address belongs to another tenant, or the file's entry is invalid. The mailbox cannot be imported.

The import offers these options:

Register company mailboxes in Dooap — registers each company mailbox's address as an e-invoice address of the Dooap company with the same code in the target environment, the same way From Dooap Companies does. The Dooap company column shows the outcome, for example when the target Dooap has no company with that code. The mailboxes keep their company code either way. Requires a Dooap App in the target tenant.
Update existing mailboxes — mailboxes the tenant already has take the name, description and settings from the file.
Replace "EU-UAT" with "EU-Production" in names and descriptions — shown when mailbox names mention the source environment, as the names generated by From Dooap Companies do.

Unpack Attached Emails

Suppliers and colleagues often forward an invoice email as an attachment, so the mailbox receives an .eml file whose content is the actual invoice email. By default such an email is stored as a single attachment. Turn on Unpack attached emails in the mailbox settings to have Studio open attached emails when they are received:

The files inside the attached email become attachments of the received email, alongside the .eml itself. Each unpacked attachment shows where it came from in the details panel and carries nestedIn (the .eml file name) in triggerPayload.attachments.
When the attached email has no file attachments, its body is stored as <name>.html (or .txt), so a body-only invoice inside a forwarded email is processed like a body-only email.
Images embedded in the attached email's body keep the isInline marking.
An email attached inside the attached email is unpacked one level further.
Unpacked files go through the same malware scanning as the email's own attachments, and are provided to runs as input files like any other attachment.

Actions therefore need no separate branch for forwarded emails: the Read Gateway Email Attachment input and the attachment list in the trigger payload already contain the nested files. The setting applies to emails received after it is turned on; re-triggering an older email does not unpack it.

Send Email From A Mailbox

Mailboxes can also send email, so an Action Flow can reply to the sender or deliver notifications and reminders from a real tenant address.

Sending is off by default. To allow it, edit the mailbox and turn on Allow sending. The mailbox must also be enabled.

In the Action Flow, use the Send_Gateway_Email tool in an Agent Step or Tool Step:

mailbox — the sending mailbox as its address, name, or id. In a run started by the Email Received trigger this defaults to the mailbox that received the email, so a reply needs no mailbox parameter at all.
to, cc, bcc — one or more addresses, separated by commas or semicolons.
subject and body, with bodyContentType set to Text (default) or HTML.
attachments — files already present in the run, such as a PDF produced by an earlier step or an attachment loaded with Get Gateway Email Attachment. Use "latest" for the most recent file. The total message size must stay under 25 MB.

The email is sent with the mailbox name as the display name, and replies go back to the same mailbox — where they can start Action Flows again through the Email Received trigger.

Spam And Malware Protection

Incoming email is checked before it reaches your Actions:

Spam — emails classified as spam are marked with a Spam badge in the list and details. They are still received, so you decide what to do with them; use the Spam filter condition to keep them from triggering Actions.
Malware — attachments are scanned before any Action runs. Clean attachments continue to the Action as normal. If malware is found, the email is Quarantined: it never triggers an Action, its attachments cannot be opened or downloaded, and the details panel shows what was detected.

If a scan cannot be completed, the email is marked Failed rather than processed, so unscanned content never reaches an Action. Re-trigger the email to scan it again.

Good To Know

Email sent to an address that does not exist, or to a disabled or deleted mailbox, reaches no tenant and triggers no Action, and the sender gets no bounce. Dooap still records that it arrived, so if a sender mistyped your address, Dooap support can confirm when the email came in and where it was sent. These emails are visible to Dooap only, never to any tenant.
Duplicate deliveries of the same message are ignored, so a sender's retry does not run your Action twice.
Deleting a mailbox stops new email from reaching your tenant; already received emails stay in the list.