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Administrator Guide
Last Updated: 2024-07-12
Steps: Set Up Email Ingestion

Steps: Set Up Email Ingestion

You can configure your tenant to receive inbound emails to specific domains for processing with Email Ingestion.
Email Ingestion isn't available on Google Cloud Platform (GCP) tenants.
Email ingestion parses inbound email and extracts data, which Workday applications use to create tickets and tasks for particular use cases.
Email ingestion supports:
  • Email Case Creation and Case Communication by Email for Workday Help.
  • Email Receipts to Workday Expenses.
  • Supplier Invoice Optical Character Recognition (OCR): Email Ingestion.
Email ingestion can accept a maximum file size of 30 MB, which includes the email plus attachments.
  1. On the
    Innovation Services Opt-In
     task, select the
    Email Ingestion
     service on the
    Available Services
     tab in the
    Cross Application Services
     category.
  2. Create a segment-based security group with access to the notification type security segment for processing email content using email ingestion.
  3. Add new or existing security groups to the
    Set Up: Inbound Email
     domain in the System functional area.
  5. Access the
    Edit Tenant Setup - System
     task.
    In the
    System Setup
     section, select the
    Allow Attachments within Emails
     check box.
    Security:
    Set Up: Tenant Setup - System
     domain in the System functional area.
  6. Configure email ingestion receiving domains for different notification types.
You can use any email alias with your email ingestion receiving domain. Enter the email alias followed by an @ sign before the receiving domain. Example: Help@Help.GMS.com. Don't set up a mailbox for Help@Help.GMS.com, because the Workday subprocessor creates one automatically. If you set up a mailbox, emails won’t be sent to your receiving domain address in Workday.
Applications associated with the receiving domains initiate actions based on the content of inbound emails. Example: When an authorized vendor submits an email invoice, Workday processes the content into a supplier invoice request.
Access the
Inbound Email Ingestions By Date Range
 report to track the:
  • Status of events initiated by inbound emails.
  • Type of requests received through the domain.
  • Issues that cause email ingestion to fail.