Email Automation

Overview

Email Automation allows approved suppliers and requesters to submit work to Arez by email, no login required. Incoming emails are automatically processed into FieldIQ Jobs or matched Supplier Invoices, reducing manual administration while maintaining security and full traceability. The initial release supports two email channels, Job Requests and Supplier Invoices. Each channel only accepts emails from approved senders with the appropriate permissions.

Only approved senders can submit emails, with access controlled by channel-specific permissions. Every email, whether processed, held for review, or rejected, is recorded in the Activity Log, ensuring a complete audit trail.

Getting Started with Email Automation

Set up Email Automation quickly with a simple six-step configuration process. Follow the steps below to connect your email channels, control access, and verify that incoming requests are being captured correctly.

Initial Setup Process:

1. Go to Management Console → Email Automation.

2. Switch on Email Automation.

3. Enable Job Requests, Supplier Invoices, or both.

4. Copy the inbound email address for each channel.

5. Add senders and assign channel access.

6. Send a test email and check the Activity Log.

Where to Find Everything?

All Email Automation controls are centralized in a single screen within the Management Console.

The screen is organized into five key areas:

• Channel Cards: Configure Job Requests and Supplier Invoices with dedicated controls, inbound email addresses, and daily processing metrics.

• Approved Senders: Manage authorized email addresses and domains, with control over channel-level access.

• Review Queue: Access emails and invoices requiring manual review before processing.

• Automation Status: Monitor active automations and applied security controls.

• Activity Log: Maintain a complete, time-stamped record of all inbound emails and automation

Configuration Steps

1. Turn on Email Automation: Enable Email Automation using the switch in the top right. When enabled, activate individual channels based on your requirements.

2. Enable Channels and Copy Addresses: Turn on Job Requests, Supplier Invoices, or both. Each channel has a unique inbound email address that can be copied directly from the screen.

3. Choose How Emails Are Submitted: Use forward mode to route emails through your team or allow approved senders to submit directly. Choose the approach that best fits your workflow and access requirements.

4. Add Approved Senders and Permissions: Add approved email addresses or domains and assign channel access: Jobs, Invoices, or Both. Use the most specific permissions needed for each sender.

Two Layers of Sender Verification

Approved senders are validated through two separate checks, each providing a different level of assurance.

1. Admin Approval that confirms your team has authorized the sender to submit emails. It records who approved the sender and when the approval was made.

2. Email Authentication checks whether the email is genuinely coming from the claimed domain using SPF, DKIM, and DMARC standards. The result is displayed as Pass or Warning, with details provided where action may be needed.

These checks serve different purposes: approval controls who can submit, while authentication confirms where the email came from. A sender may be approved but still show an authentication warning if their domain security settings are incomplete.

Managing Daily Operations

Most emails are processed automatically. Job Requests create jobs when complete, while Supplier Invoices are matched against purchase orders and goods-received records. Items that cannot be processed confidently are sent to the Review Queue. The queue highlights Need Review for Job Requests and Match Exceptions for Supplier Invoices. Open the queue to review details, verify information, and approve or reject items. Invoice reviews show purchase order and invoice lines side by side, highlighting mismatches such as quantity or price differences.

Email Response Handling

Arez provides confirmation only for successfully processed emails. Senders receive a clear response when a job is created or when an invoice is received and matched against the relevant records. Emails that require review or fail validation receive no external response. This keeps your approval rules and security controls private while ensuring all activity remains visible internally through the Review Queue and Activity Log.

Why Email Automation Is Secure

• Emails are verified before sender approval is checked.

• Approved senders can only submit to authorized channels.

• Every processed and rejected email is recorded.

• Forward mode helps keep the approved sender list secure and manageable.

The Automation Status panel shows what is active, which controls are enforced, and the latest email activity. The Activity Log provides a permanent record of all automation events, giving full visibility into every email processed or rejected.