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We are technically evaluating a scenario using K2, could you please help to advise if K2 have any such connectors/ integrator present that can read exchange email content and attachment(pdf)?

Our invoicing team wants to automate the current flow that contains below steps:

  • Initiation: Invoicing Team gets mail from a third-party vendor with external Email IDs within a given format(along with attachment).
  • Approval 1: After checking the details of email content and attachment attached approver1 forward that to 2nd level approval based on some property.
  • Approval 2: Approver 2 do the digital signature on that attached document and pass to approver 3
  • Approval 3: Approver 3 again do the digital signature and do approved/reject action on that, then notification send to 3rd Party Vendor to inform that invoicing process completed.

 

Now here we would like to ask is K2 having the capability to read exchange email and create an item in SharePoint or DB based on extracted content also save email attachment with the item?

and how we can use digital signature functionality using the K2 engine?

Also how we can trigger workflow if new mail arrives at mailbox from a specific sender in a standard format? 

That should be possible. You just need a service broker that allows you to read your mailbox via a SmartObject. If you are using Exchange, there should be a Exchange Mailbox Service Broker in community that allows you to read your mailbox from a SmartObject.


 


As for the trigger, you can write a simple script or console application to check your mailbox, then use Windows task scheduler to set it to run at a specific internval. When an email arrive, you can start your K2 workflow via code. Your workflow can then use the Exchange SmartObject to retrieve the content of the email, and perform whatever you want.


 


As for digital signature, you can explore DocuSign.

Thanks  boringNerd for your response.

We are using Ofiice 365 Outlook exchange, could you please more elaborate, where we have to write script or windows task scheduler to make this solution workable? Thanks!

 

Regards,

Vivek Shukla  

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