---
title: "Configuration Group: Pop3 E-Mail Drop Box"
slug: "configuration-group-pop3-e-mail-drop-box"
updated: 2023-11-02T13:29:14Z
published: 2022-11-04T13:21:51Z
canonical: "wiki.cobblestonesoftware.com/configuration-group-pop3-e-mail-drop-box"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://wiki.cobblestonesoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Configuration Group: Pop3 E-Mail Drop Box

### **Configuration Group: POP3 E-mail Drop Box**

**Application Configuration: Config Settings** **Configuration Group: POP3 E-Mail Drop Box**

**E-mail Inbox Monitoring [Formerly: E-mail Drop Box]**

The E-mail Inbox Monitoring tool helps monitor a dedicated email inbox using POP e-mail protocol, uses logic to identify emails based on the subject-line text, and imports the email and attachments to Contract Insight.

**E-mail Inbox Monitoring Requirements**

E-mail Inbox Monitoring requires several items which may need to be supplied by your organization’s IT department:

1. Contract Insight Enterprise Software License;
2. Dedicated POP 3 E-mail box that is accessible by the Contract Insight Software application;
3. POP 3 Server Name – provided by your IT Team or E-mail Provider;
4. The POP 3 credentials;
  1. POP 3 User Name – provided by your IT Team or E-mail Provider;
  2. POP 3 E-mail Address – provided by your IT Team or E-mail Provider;
  3. POP 3 Password – provided by your IT Team or E-mail Provider;
  4. POP 3 Port – provided by your IT Team or E-mail Provider; typically, PORT 110;
5. System Administrator access to Contract Insight Enterprise

**E-mail Inbox Monitoring Configuration**

E-mail Inbox Monitoring can be configured by going to Setup -> Application Configuration -> Config Settings within Contract Insight.

![The Application Configuration section of the Contract Insight Main Menu. Config Settings is highlighted.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/1(246).png)

Once the Config Settings page loads, select the **POP3 E-Mail Drop Box** item from the Configuration Group:

![The POP3 E-mail Drop Box Configuration Group page.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/2(191).png)

Proceed with configuring the POP3 E-mail settings using the following information (provided by your IT Team or E-mail Provider):

![Email Drop Box Configuration Options](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/3(142).png)

1. POP 3 Server Name – provided by your IT Team or E-mail Provider;
2. The POP 3 credentials;
  1. POP 3 User Name – provided by your IT Team or E-mail Provider;
  2. POP 3 E-mail Address – provided by your IT Team or E-mail Provider;
  3. POP 3 Password – provided by your IT Team or E-mail Provider;
  4. POP 3 Port – provided by your IT Team or E-mail Provider; typically, PORT 110;
3. Set the Scheduler in minutes: typically, 30 minutes is good.

![The E-Mail Drop Box Schedule Timer is highlighted.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/4(103).png)

The e-mail import job runs on a schedule as defined in the configuration settings and checks ‘un-read’ e-mail messages in the POP3 e-mail box.

**NOTE:** If needed, a System Admin may manually run the E-mail Drop Box Scheduler Timer job via the Manage Schedulers screen which can be accesses from side menu of the Application Configuration -> Config Setting page.

![The Integrations Schedulers page. The Email Drop Box option is highlighted, as is it's Run Now link.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/5(63).png)

Ensure the POP3 e-mail account is monitored by a legal professional for any e-mail messages that do not make it into the system. It may also be beneficial to have an e-mail rule that automatically forwards the e-mail to an alternate e-mail address to be read and reviewed by a legal professional.

**NOTE:** Be aware that, if an e-mail is read via the POP3 account, the e-mail import job may not import that specific e-mail message or attachment.

**Using E-mail Inbox Monitoring**

**Existing Contract Insight Records**

Once the POP3 e-mail box is configured and tested, a user may send e-mails with attachments from Contract, Vendor/Customer, Employees, Request, Solicitations, and Purchase Order records based on the record ID. For example, sending an e-mail to the configured POP3 account with the following text in the subject will attach the e-mail and files to its record: **ContractID|345|**

Note that we have the text **ContractID** then a **pipe character** followed by the Contract record **ID number** followed by a **pipe character** with no spaces.

To send an e-mail to a Vendor record with the Vendor ID of 654, we would use **VendorID|654|** in the subject line. You may add additional text in the subject line.

Below is an example e-mail to the box111@CobbleStone®alerts.com. If configured correctly, the email will be imported and the attached PDF will be attached to Contract Record ID 987. In addition, it will add a task alert to the Contract Record’s primary assigned employee to alert the employee there is a new file attached to the record.

![The described example displayed in Outook.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/configuration-group-pop3-e-mail-drop-box-image-f3yydngy.png)

After the e-mailer job runs, the file is attached to the Contract record as seen below:

![The Sample Consulting File is highlighted in the Contract Record's Files and Attachments section](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/configuration-group-pop3-e-mail-drop-box-image-7lo0vxn7.png)

A task is also added to the Contract record to alert the employee a new file was added.

**NOTE:** The task can be set to auto-complete in the POP3 E-mail Drop Box settings discussed in the E-mail Inbox Monitoring Configuration section above.

![The Alert in the Tasks section of the Contract Record](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/configuration-group-pop3-e-mail-drop-box-image-dnlwsovg.png)

The first part of the e-mail message is added to the Contract record's notes section.

![The Notes section of the Contract Record, displaying the email message](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/configuration-group-pop3-e-mail-drop-box-image-l59usdp8.png)

**Create New Record From E-mail**

It is possible to create a new record in Contract Insight from an email by using **RecordType|new|** in the Subject line. For example, to have the E-mail Inbox Monitoring tool create a new Request/Requisition Record and attach a file in Contract Insight, use the text **Request|new|** in the Subject line of the email.

**NOTE:** Be cautious using this feature as any subsequent email sent to the e-mail box will create new records if “new” isn’t replaced by the RecordID. It may be beneficial to lock the e-mail address down to just internal employees as advised by your IT department.

In the example below we are sending an email to create a new Request/Requisition Record for acquiring a new desk.

![The above example displayed in Outlook.](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/configuration-group-pop3-e-mail-drop-box-image-7imk5tg6.png)

**Learn more about the Email Inbox Monitoring tool by contacting your CobbleStone® Software Account Representative.**