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Administrator Guide
Last Updated: 2023-06-23
Configure Email Ingestion for Supplier Accounts

Configure Email Ingestion for Supplier Accounts

You must subscribe to Innovation Services to use this feature. Contact your Customer Success Manager to request the Innovation Services Addendum (ISA), or see Workday Innovation Services in the Workday Community for more information.
Configure the
Supplier Invoice Event
 business process and security policy in the Supplier Accounts functional area.
You can use Email Ingestion to enable a Workday tenant to receive inbound supplier accounts emails in specific domains. After you enable it, Workday automatically scans the email for invoices using OCR (Optical Character Recognition). Example: When an authorized vendor submits an email invoice, Workday automatically processes the email content into a supplier invoice request.
  1. Access the
    Innovation Services and Data Selection Opt-In
     report.
  2. On the
    Available Services
     tab, in the
    Cross Application Services
     category, select the
    Email Ingestion
     service to enable it.
  3. Access the
    Create Security Group
     task to create a segment-based security group that has access to the notification type security segment for which you want Email Ingestion to process email content.
  4. Open
    Edit Segment Based Security Group
    .
    1. Enter a name for the new security segment.
    2. Select the suppliers, supplier groups, or supplier categories that you want to include in the segment.
      Included values can cross multiple segments or be mutually exclusive. Workday recommends that you build from least to most restrictive segment.
      Security:
      Supplier Segmented Setup
       domain in the System functional area.
  5. Access the
    Domain Security Policies for Functional Area
     report.
    Select a security policy and click
    Edit Permissions
     to grant your segmented security group access to the
    Set Up: Inbound Email
     domain in the System functional area.
  6. Access the
    Edit Tenant Setup - System
     task.
    In the
    System Setup
     section, select the
    Allow Attachments within Emails
     check box to ensure that Email Ingestion can receive attachments into your tenant.
    Security:
    Set Up: Tenant Setup - System
     domain in the System functional area.
  7. Access the
    Create Email Ingestion Receiving Domain
     task.
    Create a receiving domain for Email Ingestion and configure it in your DNS provider configuration.
  8. As you complete this task, consider:
    Option Description
    Subdomain
    Enter the subdomain for the Email Ingestion domain. Example: Invoices
    Domain
    Enter the domain to use for Email Ingestion. Example: GMS.com
    Example: If your subdomain is Invoices and your domain is GMS.com, your Email Ingestion receiving domain is Invoices.GMS.com.
  9. Copy the Canonical Names (CNAMEs) and Mail Exchange (MX) values into the DNS host.
  10. Access the
    Verify Email Ingestion Receiving Domain
     task.
    1. Select your receiving domain from the
      Receiving Domain
       prompt.
    2. Click
      Refresh
       to ensure that the values in the
      Verified
       column of the
      DNS Records
       grid change to
      Yes
      .
    Security:
    Set Up: Inbound Email
     domain in the System functional area.
  11. Access the
    Configure Email Ingestion Settings
     task.
  12. As you complete the task, consider:
    Option Description
    Notification Type
    Select the Supplier Invoice notification type to which you want to link the receiving domain.
    Receiving Domain
    Select the receiving domain to use with the selected notification type.
    Allowed Senders
    (Optional) Add a row for each email address from which you want the receiving domain to accept inbound emails.
  13. Configure the
    Email Ingestion Tab
     in the Work Area.
Workday processes emails for the notification types you configure into your Workday tenant. Workday routes any email attachments to OCR for scanning and invoice creation.
When an authorized vendor submits an email invoice, Workday automatically processes the email content as a supplier invoice request.
After emails start delivering through your domain, you can access the
Inbound Email Ingestions By Date Range
 report to track the:
  • Status of system events launched by inbound emails.
  • Type of requests received through the domain.
  • Issues that might cause the process to fail.
If you opt out of the Email Ingestion Innovation Service, you must also:
  • Run the
    Delete Email Ingestion Settings
     task.
  • Run the
    Delete Email Ingestion Receiving Domain
     task.
  • Work with your IT Administrator to remove the information added for Email Ingestion from your DNS configuration.