This article explains how to upload documents to VMR using a dedicated email address, including the key requirements, supported formats, and processing considerations.
- Overview
- Enabling VMR Email Ingestion
- Email Routing Format
- Document Processing After Email Submission
- Common Issues and Considerations
Overview
VMR Electronic Document Upload through a dedicated email address allows clients to submit electronic documents directly into the Virtual Mailroom (VMR) by emailing attachments. This ingestion method enables documents to be securely received, validated, and processed within VMR for document classification, data extraction, mapping, and downstream publishing.
Enabling VMR Email Ingestion
VMR email ingestion must be enabled by the Class technology team before documents can be submitted via email.
Requesting activation
The client must request activation via their Class Access Controller by emailing:
- support@class.com.au
- CC: vmr@class.com.au
The request must include a clear subject line requesting activation of VMR email ingestion and must provide the client’s business email domain or full business URL in the body of the email. This information is required so the technology team can whitelist the client’s business domain.
Ensure emails are sent from a whitelisted business domain upon activation, as emails from unverified domains will not be processed. If your email attachments do not appear in VMR or fail to process successfully, contact Class Support for investigation and assistance.
How Dedicated Email upload works
Once the business domain has been whitelisted:
- The Class Support team will provide an acknowledgement and keep the client informed of the email activation status
- Documents can be submitted via manual or automatic email forwarding once activation is complete
- Email attachments are extracted and ingested into VMR
- Each document is routed to the correct business and entity based on the dedicated email address used
Email Routing Format
Once your business domain has been whitelisted and you have been notified by Class, VMR users can begin sending documents as email attachments using the dedicated email formats outlined below.
Email address formats
Use one of the following email formats to send your documents to VMR:
0xadmin@classmail.ai 0xadmin.fundcode@classmail.ai
How to personalise the email address
- Replace admin with your Class business code to send documents to your VMR business
- Replace fundcode with the relevant fund code to ensure documents are routed to the correct entity
Examples
0xtest@classmail.ai Sends documents to the Test business within VMR.
0xtest.demofund100@classmail.ai Sends documents directly to the demofund100 entity within the Test business.
You can also set up email applications such as Microsoft 365 or Gmail to automatically forward attachments to these email addresses, making document submission quick and hands‑free.
Document Processing After Email Submission
Once the email is received:
- Attachments are extracted and ingested into VMR
- Each document is assigned a document processing status indicating its position in the lifecycle
- Supported document types will be automatically classified and have data extracted
- Documents become available for human review and publishing
Processed documents can then be published or exported to downstream systems such as Class DMS or SharePoint, depending on your configuration.
Common Issues and Considerations
- Documents may stay in a Loaded status for a short time if they are waiting to be processed
- Some data may not be fully extracted or mapped if the document type is not currently supported
- Emails sent from unverified sender domains will not be processed
In most cases, no action is required. However, if a document remains queued longer than expected, please contact Class Support for assistance.
When submitting documents via email, attachments are typically limited to a total size of 15–20 MB per email, whether sent as a single file or multiple files. While VMR does not impose a limit on the number of documents ingested via email, outbound email size restrictions may be enforced by your organisation. Please check with your IT team to confirm any attachment size limits that apply to outgoing emails to avoid delivery failures.
VMR currently supports PDF and Word document formats only. Uploading unsupported file types such as PNG, JPEG, or CSV will result in an import error, which will be displayed as an error message within the Loaded or Classified views of the Documents Classified section. Support for additional file formats is planned for a future release. Documents in the Documents Classified and Human in the Loop states are retained for 90 days, after which they are automatically deleted.