Sources
Receive records by email
Your business has its own Biosphere email address. Forward supplier emails, invoices and price lists to it, and each attachment appears in Inbox for mapping and review.
Find your email address
- Open Configure, select Sources, then Email.
- Under Inbound address, point at the address and use the copy icon beside it. The same address is shown under the list in Inbox.
The address is based on your business name. Give it to suppliers, or set up forwarding from your own mailbox. You can add a tag after a plus sign before the @, such as +invoices, to tell senders apart; that mail arrives in the same Inbox.
If the page shows “Email not connected”, email receiving isn’t available for your workspace. Upload the files in Inbox instead. If it says “Your business address is not available yet”, contact support. If it says “Inactive — email intake is paused”, mail to the address isn’t being taken in.
Send records by email
- Forward the email, or have the supplier send it, to your business address.
- Biosphere keeps the original email, then checks and reads the message text and each attachment.
- In Inbox, each attachment and the message text appear as their own sources, marked email. The message text is named Email body.txt.
- Open each source, choose who issued it in From, then map and review it.
Email arrivals never get a source on their own, because the sending address doesn’t say whose records they are. Choose it for each part. See Choose who issued records.
Check what arrived
On the Email page, Delivery health lists recent emails with their subject, time received and status:
- Queued or Acquiring original: Biosphere is collecting the email.
- Processing documents: attachments are being read.
- Documents processed: every attachment has been read.
- Original retained · No document parts: the email was kept, but had no text or attachments to read.
- Needs attention: something couldn’t be read. Open the email for details.
Open an email to see how many parts were kept and each document’s reading progress. Select Download original email to get the email exactly as it arrived. When a delivery needs attention, the Inspect acquisition errors and retries link opens it on the Background jobs page.
Change your email address
The address follows your business name. To change it, edit the business name in Configure → General. Earlier addresses keep working.
What to know
- Each email can be up to 20 MiB, including attachments.
- Each email can have up to 10 attachments. With more, Biosphere keeps the original but doesn’t read it; send the files over several emails.
- Each attachment follows the same rules as an uploaded file: types, 25 MiB and 100 pages. See Upload files. Attachments in a format Biosphere can’t read stay as Unsupported sources.
- If an attachment is refused, such as a program file or a password-protected document, the email shows Needs attention and its other attachments aren’t read. Upload the attachments you need in Inbox instead.
- Message text is read like a one-page document for supplier and catalog details.
- Biosphere accepts mail from any sender. Everything received is checked and kept apart, and nothing changes your records until it is mapped and approved.
- You can also upload a saved email file (EML) in Inbox. It is unpacked the same way.