Forward certificates to your workspace by email
In short
Your workspace can have its own email address. Forward certificate emails to it, for example the ones your insurance broker sends, and their files wait on Upload documents until someone adds each one to a supplier's requirement for review, or dismisses it. An Owner or Admin creates the address; an Owner, Admin or Reviewer places the files.
Many certificates already reach you by email. Instead of saving each attachment and uploading it, forward the email to your workspace's address. Vendarity keeps the files, never the email's text, and nothing reaches review until a person adds it.
How do I get the address?
Open Upload documents
On Documents, choose Upload documents. The Forward documents by email panel is on that page.
Create the address
An Owner or Admin chooses Create forwarding address. It starts with in- and belongs to your workspace only.
Copy it
Choose Copy address and save it as a contact, or use it in a mail rule that forwards certificate emails automatically.
How do forwarded files reach review?
Find the email
Forwarded emails appear under Forwarded emails waiting on Upload documents, with the sender, the subject and their files.
Place each file
For each file, choose the Supplier and the Requirement it is for, then choose Add for review. The file is scanned and then reviewed like any other upload.
Or dismiss it
Choose Dismiss for a file you don't need, such as a logo or an old certificate.
What limits apply?
- Up to 10 PDF, JPEG, PNG or WebP files are kept from each email, each up to 20 MB. Small images such as signature logos are skipped, and the panel says why a file wasn't kept.
- Files you don't place wait for 14 days and are then deleted; dismissed files are deleted at once.
- An address accepts up to 50 emails in any 24 hours and a workspace up to 200, supplier email replies included.
- Forwarded files can use at most half of the space for waiting files. When it is full, place or dismiss some files, then forward the email again.
Is the sender checked?
No. Anyone who has the address can send to it, so the sender shown is the address the email states, not a verified one. A reviewer still checks every document before accepting it.
If the address was shared with someone who shouldn't have it, an Owner or Admin chooses Replace address. Email to the old address is no longer accepted, so update any mail rules that use it.
Common questions
- Does forwarding email the supplier?
- No. Forwarded files are your team's own uploads; the supplier receives nothing.
- Can I forward an email with several certificates?
- Yes. Each file is placed on its own supplier and requirement, so one email can cover several suppliers.
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