Email Forwarding: Keep Your Credentials, Organize Your Documents

In today’s digital world, giving third-party applications access to your email inbox can feel like handing over the keys to your digital life. We understand that concern, which is why we’ve introduced email forwarding as an alternative way to use Docutee.

The Privacy Dilemma

Many professionals hesitate to use document management tools because they require full email access. It’s a valid concern:

• Corporate policies often prohibit sharing email credentials with external services
• Personal preference for maintaining complete control over inbox access
• Security concerns about granting read/write permissions to third parties
• Compliance requirements that restrict data access methods

How Email Forwarding Works

With Docutee’s email forwarding feature, you maintain complete control:

1. Get Your Unique Address: Each project in Docutee gets a unique email address (e.g., [email protected])
2. Set Up Forwarding Rules: In your email client, create rules to forward specific emails containing important attachments
3. Automatic Processing: Docutee processes only the emails you choose to forward
4. Full Organization: Documents are extracted, analyzed, and organized just like with direct integration

Setting Up Email Forwarding

Gmail Users

1. Open Gmail Settings → Filters and Blocked Addresses
2. Create a new filter (e.g., “has attachment” and “from: [email protected]”)
3. Choose “Forward it to” your Docutee project address
4. Save the filter

Outlook Users

1. Go to Settings → Mail → Rules
2. Add a new rule with your conditions
3. Select “Forward to” action
4. Enter your Docutee project address
5. Save and activate the rule

Other Email Clients

Most email clients support forwarding rules. Check your email provider’s documentation for specific instructions.

Benefits of Email Forwarding

1. Selective Processing

Only forward emails that contain documents you want to organize. Keep personal or sensitive emails completely private.

2. No Credential Sharing

Never share your email password or grant OAuth permissions. Your email account remains fully under your control.

3. Project-Specific Organization

Use different forwarding addresses for different projects. Automatically categorize documents based on which address receives them.

4. Easy Team Collaboration

Multiple team members can forward emails to the same project address without sharing email accounts.

5. Compliance-Friendly

Perfect for organizations with strict data access policies. No API access or credential storage required.

Use Cases

Freelancers and Consultants

Forward client invoices and contracts to specific project addresses. Keep different clients’ documents automatically separated.

Small Businesses

Have your accounts payable team forward all invoice emails to a dedicated Docutee address for automatic processing and filing.

Legal Professionals

Forward specific contract emails while keeping confidential client communications completely private.

Accountants

Set up rules to forward receipts and financial documents from specific senders or with specific keywords.

Security Features

When using email forwarding, Docutee still maintains our high security standards:

• SPF/DKIM Validation: We verify that forwarded emails come from legitimate sources
• Encryption: All forwarded documents are encrypted at rest and in transit
• Access Control: Only authorized team members can access forwarded documents
• Audit Trail: Complete history of all forwarded and processed emails

Getting Started

1. Sign up for Docutee (free plan available)
2. Create a project in your dashboard
3. Copy your unique forwarding address
4. Set up forwarding rules in your email client
5. Start organizing - documents will appear automatically

Combining Methods

Email forwarding doesn’t have to be an all-or-nothing choice. Many users combine methods:

• Use direct integration for personal emails
• Use forwarding for work emails with strict policies
• Forward only specific types of documents
• Test Docutee with forwarding before enabling full integration

Tips for Effective Email Forwarding

1. Be Specific with Rules: Create precise forwarding rules to avoid forwarding unnecessary emails
2. Use Subject Line Filters: Forward emails with keywords like “invoice,” “contract,” or “receipt”
3. Filter by Sender: Forward emails from specific vendors or clients
4. Test Your Rules: Send test emails to ensure your rules work correctly
5. Regular Review: Periodically review your forwarding rules to ensure they still meet your needs

Privacy First, Always

At Docutee, we believe you shouldn’t have to choose between organization and privacy. Email forwarding is just one way we’re making document management accessible to everyone, regardless of their security requirements or organizational policies.

Whether you choose direct integration, email forwarding, or a combination of both, Docutee adapts to your needs while keeping your documents organized and accessible.

Start Forwarding Today

Ready to organize your documents without sharing your email credentials? Sign up for Docutee and get your unique forwarding address in minutes. Our free plan includes email forwarding, so you can test it risk-free.

Have questions about email forwarding or need help setting it up? Our support team is here to help at [email protected].

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Docutee is committed to providing flexible, secure document management solutions that respect your privacy and adapt to your workflow. Learn more about our security practices at docutee.com/security.