Skip to main content
Your workspace has a mailbox that Mercora watches. Attachments sent there become documents automatically and go through the same processing and Inbox review as an upload. Your Mercora team connects the mailbox when you start. To change it, talk to your Mercora contact.

​
Getting documents in

  • Ask counterparties, agents and banks to copy the workspace mailbox. For example, Veltana Commodities SA asks Kanchana Siam Sugar to copy it on every invoice and certificate.
  • Forward documents you receive yourself, or set up a forwarding rule in your mail client if your company allows it.
  • For an email already in your own mailbox, you can also save it as .eml or .msg and upload it.

​
What gets picked up

Each attachment becomes its own document. Mercora reads PDF, Word (.docx, .doc), images (.jpg, .jpeg, .png, .gif, .tif, .tiff, .webp) and plain text. A pack holding several documents is split. Inline images, such as a signature logo, are ignored. Calendar invites, contact cards, attached emails (.eml) and file types Mercora can’t read go to the Inbox’s Filtered tab. An attachment that is exactly the same file as one already in Mercora is skipped, so a document sent twice, or both emailed and uploaded, appears once. See Duplicates.

​
Who owns it in the Inbox

If a workspace member sent or forwarded the email from the address they sign in with, the documents are assigned to them; use the Inbox Owner filter to find them. Anything else, such as a supplier writing to the mailbox directly, starts as Unassigned. If a member forwards a file that’s already in Mercora, the existing document is linked to their email instead.

​
The email itself

  • It stays with its documents. When you review one, the email shows in a bar above it. You can select text there to save as a note or to fill in a field.
  • It’s used for corrections. Request a correction pre-fills the original sender.
  • Its body can be screened for workflows your workspace uses: deal recaps (Deal capture), rate changes (Freight rates) and vessel nominations. Anything found waits in the Inbox for a person to confirm.

​
If a document hasn’t appeared

  1. Check Waiting: it may still be processing.
  2. Check Filtered: it may have been set aside. If that was wrong, open it and use ⋯ › Reclassify… to set the right type.
  3. Search the Inbox for the file name: an identical file may already be there.
  4. Check it was a real attachment, not a link or an inline image.
  5. Otherwise, contact your Mercora team. They can limit the mailbox to certain sender domains, and a new counterparty may be filtered out.

​
Next steps