Email and faxing have long been treated as separate communication channels. Teams receive invoices by email, orders by fax, and contracts through a mix of both, and someone has to manually sort, file, and route each one to the right person or system. Faxination’s mailbox connector changes that dynamic entirely by automating the capture, processing, and routing of email file attachments as part of the same document workflow that handles your fax communications.
Here is how it works and why it matters for organizations looking to reduce manual document handling.
What Is the Faxination Mailbox Connector?
The Faxination mailbox connector enables fast and accurate processing of email file attachments such as invoices, sales inquiries, and purchase orders. Rather than requiring staff to open emails, download attachments, identify what they are, and manually forward or file them, the mailbox connector automates that entire sequence.
Leveraging Microsoft Exchange and Office 365 email filtering rules, the connector identifies incoming emails that match defined criteria and initiates the appropriate workflow automatically. Documents can be routed to an archive, pushed into a business application, flagged for review, or processed through OCR for data extraction, all without human intervention.
This tight integration with Microsoft’s email ecosystem means that organizations already using Exchange or Office 365 can deploy the mailbox connector without changing their email infrastructure. Learn more about how Faxination integrates with your existing systems at the Solutions page.
The Problem It Solves
Large organizations receive thousands of documents by email every week. Accounts payable teams receive supplier invoices. Operations teams receive purchase orders and shipping confirmations. HR teams receive signed forms and employment verifications. Each of these documents needs to be filed, processed, and often entered into an ERP or business system.
Without automation, this is an entirely manual process. Staff open emails, identify attachment types, save files to the correct folder, enter data manually into systems, and then move to the next email. This process is slow, error-prone, and impossible to scale without adding headcount.
The Faxination mailbox connector removes manual handling by treating email attachments as structured inputs to an automated workflow, exactly the way fax documents are handled in Faxination’s core platform.
Shared Folder Integration
Alongside the mailbox connector, Faxination’s Shared Folder feature allows users to quickly access, store, and process documents captured from both email and fax channels. Incoming faxes and email attachments are stored in a centralized shared network folder using PDF/A files, making them easy to retrieve and share across applications without manual filing.
The Inbound Directory Connector works alongside this feature to capture and process messages, splitting multi-page documents and saving them in an organized, searchable structure. OCR technology enables the content of those documents to be indexed and retrieved by keyword, date, sender, or any other relevant metadata, removing the need to manually search through file archives.
How Office 365 Filtering Rules Drive the Workflow
One of the most practical aspects of the Faxination mailbox connector is its use of native Microsoft Exchange and Office 365 email filtering rules to trigger workflows. Administrators define rules based on sender address, subject line, attachment type, or any other email property, and those rules determine which workflow the document enters.
For example, an organization might create a rule that routes all emails from vendor addresses containing PDF attachments to the accounts payable processing queue, while emails with contract attachments from legal counterparts are routed to the legal team’s review folder, and confirmation emails from logistics partners are archived automatically. These rules run continuously and silently, processing incoming email at whatever volume the organization receives.
Because the rules are built within Microsoft Exchange or Office 365 rather than a proprietary interface, IT teams can manage them using familiar tools and apply the same governance and security policies that apply to the rest of the email environment.
Compliance and Regulatory Archiving
For organizations operating under regulatory requirements, the ability to capture, route, and archive email attachments in a compliant, auditable structure is critical. Faxination’s approach to email attachment processing creates the same kind of centralized, logged, and auditable document record as its fax workflow, ensuring that documents received by email are subject to the same governance standards as those received by fax.
This matters for healthcare organizations managing patient-related correspondence, financial services firms archiving transaction documentation, and legal departments maintaining records for discovery purposes.
Bringing Fax and Email into a Single Document Workflow
The Faxination mailbox connector reflects a broader principle in Fenestrae’s approach to enterprise document management: fax and email are two channels delivering the same thing, documents that need to be captured, processed, routed, and archived securely. By treating them within the same platform, organizations eliminate the silos that create manual work and compliance gaps.
Whether a document arrives as a fax, an email attachment, or a scanned file from a multifunction device, Faxination can capture it, process it, and route it to the right destination automatically. That is the operational model that modern enterprises need.
Explore the full range of Faxination solutions to see how the mailbox connector fits alongside cloud fax, on-premise connectors, and mobile messaging in a unified document exchange platform. Or visit the connectors page to see how Faxination integrates with your existing infrastructure.
