I clearly remember the great benefit of having document libraries and custom lists email-enabled in SharePoint 2007-2016. It took a little bit of work to get Microsoft Exchange and SharePoint talking to one another, but once working, “Email to SharePoint” libraries or lists worked a dream.
Being able to simply forward a document, directly as you received it from a colleague or customer in Outlook, made it far easier than having to navigate to SharePoint and manually uploading the document. One annoyance was the inability to add any metadata to the document one was uploading. This often meant that SharePoint became a dumping ground rather than an organised and structured file store everyone liked using
When Office 365 came out, and SharePoint on premise moved to SharePoint Online, it became a notable exception from the broad set of functionality. I can understand it from an architectural perspective, it would mean quite a collaboration from the Microsoft Exchange and Office 365 team. Most experts thought it would come in time, but to date (2 September 2017), there has been nothing.
Here at Parserr we’ve had a number clients wanting to parse emails and add their data, plus any attachments to SharePoint. I can tell you that we now this lovely piece of functionality built-in. The best part is that you can now use the details within your email, such as subject, body or any of the parsing rules you create, and push them straight into either a SharePoint List or document library. Thats right! Email to SharePoint List or Email to SharePoint, send email to a list.
Without further ado, here is a step-by-step guide on exactly how you can do that:
- Check your rules page and make sure you have at least one rule created. We have elected to have 2 rules which we will then have the option to add into SharePoint as different fields:
- Click the “Integrations” menu tab and then choose the SharePoint integration:
- Enter your SharePoint Online details. Remember to use a SharePoint Online service account going forward, should your password eventually change. Make sure this account has “Full Permissions” for the document library your require.
- If your SharePoint account details are correct, you should see the following option to choose the document library you wish to add your incoming emails into. In addition you will see a table where you are required to map a Parserr rule to a the document library column for the document metadata. Every Parserr rule can have an associated column in SharePoint.Should you choose “Yes I want to add each attachment from my incoming email as a separate document”, each attachment will be uploaded and tagged with the identical metadata.
- As you can see below, any further incoming emails to my Parserr inbox have been forwarded to SharePoint. The example below shows uploaded PDF attachments and the “subject” and “body” being set in SharePoint automatically from the mapping table.