Connecting with IMAP and POP3
By connecting your own email account, emails and their attached documents are automatically delivered to Zenvoices.
Navigate in Zenvoices to the relevant administration and go to Manage / Administration / Channels.
Click New channel in the top right.
Select Email and then choose Next.
Go to the Settings tab at the top.
Under the category Email settings, select the Protocol (POP3/IMAP) and enter the details from your own email server.
Connecting Gmail via IMAP and OAuth2
To connect your Gmail account to Zenvoices with just a few clicks, an app registration for OAuth authentication is currently pending approval by Google. Zenvoices is awaiting approval before this option becomes available.
The duration of this process is difficult to predict. If you do not want to wait, you can manually connect the Gmail account via your own email settings.
This guide describes the following steps:
A. Create a project
B. Configure the project
C. Connect the Gmail account to Zenvoices
D. Retrieve documents
A. Create a project
Go to https://console.cloud.google.com/ and log in with the Gmail account that must be connected to Zenvoices.
Click Select a project (top left) and in the new window click New project (top right).
Enter a recognizable name in the Project name field, for example: Zenvoices connection.
Confirm by clicking Create.
B. Configure the project
Click Select a project again and select the project you just created.
Open the menu via the button with horizontal lines (top left).
Navigate to APIs & Services / Library.
Search for Gmail API and open it.
Click Enable (this may take a few seconds).
Go to OAuth consent screen and click Get started.
Project Configuration:
App Information: Enter a recognizable name in App name (e.g. Zenvoices connection). Select the email address that will be connected to Zenvoices under User support email. Click Next.
Audience: Select External and confirm by clicking Next.
Contact information: Enter the email address that will be connected to Zenvoices. Confirm by clicking Next.
Finish: confirm the steps by selecting the field. Confirm the steps and click Continue.
Complete the steps above by clicking Create.
Branding
Go to Branding in the topleft corner.
Enter the following URL in Application homepage:
https://app.zenvoices.comClick + Add Domain and enter the following domain: zenvoices.com
Confirm with the Save button.
Audience
Go to Audience in the topleft corner.
Click Add users.
On your screen a filed will be opend on the right. Enter the email address to be connected to Zenvoices and click Save.
Clients
Go to Clients in the topleft corner.
Click Create client.
Open the Application field and select Web Application from the list.
Enter a recognizable name (e.g. Zenvoices connection).
Under Authorized JavaScript origins, click Add URI and enter: https://app.zenvoices.com
Under Authorized redirect URIs, click Add URI and enter:
https://app.zenvoices.com/ChannelConnector/ProcessGmailIMAPAuthorizationResultconfirm this by clicking Create and then OK
Data Access
Go to Data Access in the topleft corner.
Click Add or remove scopes so the tab permission will be opend on the right.
Search for: Gmail.readonly and click enter.
Select the permission and click Update.
C. Connect Gmail to Zenvoices
Select Clients in the topleft
Choose the project that you have just created. (in this example: Zenvoices)
Zenvoices
Open a new browser tab and go to: https://app.zenvoices.com
Open the administration to which the Gmail account should be connected.
Navigate to Manage / Administration / Channels and click New channel.
Select Email and click Next.
Enter the email address in the Name field.
Go to the Settings tab.
Open the tab Protocol and select IMAP from the list.
Open the Authentication type and select Gmail OAuth2 from the list
Enter the Client ID and Client secret from Google Cloud Console. (see immage)
Enter the Gmail email address in the Username field.
Click Save.
Confirm
A pop-up will open; click Yes.
you will be redirected to email settings, select the email account you want to connect
Continue through the steps until you are redirected back to Zenvoices where the authorization is confirmed.
Finish by clicking Save.
D. Retrieve documents
Test and manually retrieve documents
Go to Manage / Administration / Channels.
Click the button to retrieve documents for the newly added channel.
Go to Upload & Process to view retrieved documents.
When are documents retrieved automatically?
Documents are automatically retrieved every 30 minutes. If retrieval fails five consecutive times, the channel is set to inactive and users with access to the administration receive a notification in the web portal.
Please note: Emails are only retrieved if they are unread.
Connecting with Entra OAuth2 (Office 365)
It is recommended to perform the following steps in an incognito browser.
Please note: the connection can only be established with a business Entra environment.
In Zenvoices: Go to Manage / Administration / Channels.
Click New channel in the topright.
Select Email and click Next.
Go to the Settings tab.
Select in the Protocol field: IMAP
Select in the Authentication field type: Entra OAuth2
Go to Entra and open in Business apps → All applications and search for Zenvoices IMAP.
Click Create and assign a user via Assign users and groups.
Click Add user/group at the top and select the email address.
Click Assign at the bottom.
Go to App registrations
Select Zenvoices IMAP.
Copy the Directory (tenant) ID and paste it into Zenvoices under Map-id (tenant-id).
Copy the Application (client) ID and paste it into Zenvoices under Client ID.
Under Client credentials, click Add certificate or secret.
Choose New client secret.
Enter a description (e.g. Zenvoices).
Select an expiry date.
Please note: indefinite expiration is not supported. Choose a far future date and renew it when needed.Click Add and copy the Value.
Please note: only visible once.
Paste it into Zenvoices under Client secret.
Enter the email address in the Username field in Zenvoices.
Click Save.
Please note: At that moment, you must be logged into the correct Microsoft email account in Entra. (this is to prevent that if someone is logged into another account, it is searched as a linked account)
Select the correct email account and grant permission by clicking Accept.
Testing
Click the second button from the right to force email retrieval then Click the rightmost button to open the log.
The log shows whether retrieval was successful and how many documents were retrieved.