SmartDMS
// Getting started

The SmartDMS Guide

Everything from your first upload to approval chains and plain-English search — in thirteen short chapters.

// Chapter 04

Email documents in

Every organization gets a private intake address. Anything emailed to it — a vendor invoice, a signed contract, a photo from the field — flows through the same AI pipeline as an upload, within seconds of arrival.

Available on Business and up

Find your intake address

  1. Open Settings → Email Intake Address.

    Your address looks like inbox-a1b2c3d4e5f6a7b8@intake.smartdms.ai — the random token is what keeps it private. Use the Copy button and share it with the vendors who send you documents.

  2. Forward or send documents to it.

    Every attachment becomes its own document and is read, classified, and filed exactly like an upload. An email with no attachments is captured too — its text becomes the document.

  3. Check the document list.

    Emailed documents arrive marked with their source, and the sender and subject are kept as a note on each one.
Vendors can email non-regulated documents to this address. SmartDMS receives them through Postmark and starts document processing within seconds of arrival. Postmark sees inbound email briefly during processing; do not use this path for PHI.

Good to know

  • The address is the only secret. There's no sender allowlist — anyone who knows the address can send to it, so share it deliberately.
  • You can rotate it anytime. Regenerate address… in the same Settings panel issues a fresh address and invalidates the old one immediately — mail to the old address is dropped without a bounce.
  • Quiet by design. Spam, duplicate deliveries, and mail over your organization's daily intake allowance are dropped silently rather than bounced — senders never learn whether an address exists.
  • One exception: if your plan doesn't include email intake, the sender receives a bounce explaining that email ingestion requires the Business tier or above.