What this article covers
Email addresses and how they work
Routing documents to the right subfolder
Splitting multi-page files via email
Stopped emails
Managing the email whitelist
Email addresses and how they work
Each Datamolino folder has its own email address. When you send a document to that address, Datamolino picks it up and processes it automatically.
👉 How do I find out the email address of my folder?
Each folder has four addresses:
Address | Where it sends documents | Where to find the address |
Universal email address | Your folder's default subfolder (usually Purchases) | Folder Menu -> Folder preferences -> Email import
or under the folder's name in the main dashboard of all folders |
Purchases-specific email address | Purchases subfolder | Under the folder name when inside the folder's purchases |
Sales-specific email address | Sales subfolder | Under the folder name when inside the folder's sales |
Files-specific email address | Files subfolder | Under the folder name when inside the folder's files |
👉 I'm seeing a new "purchases." or "sales." email address I didn't have before — did something change?
Your original folder email address hasn't changed and still works exactly as before. In May 2026, Datamolino added dedicated subfolder addresses as an optional extra. You don't need to use them — they're there if you want to set up more precise forwarding rules.
👉 Can I change my folder's email address?
Yes, the administrator of your folder can go to Folder Menu → Folder Preferences → Email Import and edit the address there. Keep in mind that changing it updates all four addresses at once, so you'll need to update any forwarding rules you have set up.
👉 Do Bank Statements have an email address?
No. Email import is only supported for the Purchases, Sales, and Files subfolders.
Routing documents to the right subfolder
If your folder uses both Purchases and Sales, there are two ways to make sure emails land in the right place.
👉 What's the easiest way to send to a specific subfolder?
Use the subfolder's dedicated email address to go straight to Purchases. No subject line changes needed.
👉 Is there another way to route emails without using subfolder addresses?
Yes — you can send to the main folder address and add a tag to the email subject. If your default subfolder is Purchases, emails sent to the main address go there automatically. To send to Sales instead, add @Sales to the subject line or change the default subfolder of the folder.
Your goal | What to do |
Send to the default subfolder | Email the main folder address — no tag needed |
Send to a different subfolder | Email the main folder address + add |
Both methods work at the same time. You can mix and match based on what's easier for each sender.
Splitting multi-page files via email
By default, each file you attach to an email is saved as one document. If a single file contains multiple invoices, you can ask Datamolino to split it.
👉 How do I get a multi-page file split into separate invoices?
There are two options depending on how often you need it:
If you always need splitting: Go to Folder Menu → Folder Settings and change the Invoice Splitting setting to Auto-split. All emails to that folder will be split going forward.
For a one-off split: Keep the folder setting as-is and add
@splitto the subject of the specific email. Only that email will be split.
👉 What if I send one email with several attachments — are those split too?
No, splitting only applies to multi-page files that contain multiple invoices in a single attachment. Multiple separate attachments are always processed individually — Datamolino saves each one as its own document automatically.
Stopped emails
Datamolino only accepts emails from people who are either folder users or approved senders. If an email comes from someone outside that list, it gets held — rather than rejected — until you decide what to do with it.
👉 Why is an email being stopped?
The sender isn't a folder user and isn't on your folder's whitelist. This applies regardless of how long they've been sending — if they're not approved, the email is held.
👉 Where do I find stopped emails?
In your folder, go click on the Stopped emails icon to see the stopped email queue.
👉 How do I release a stopped email?
Click on the stopped email, then choose:
Process once — releases this email only. The sender stays unapproved for future emails.
Process always — releases the email and adds the sender to your whitelist so future emails go through automatically.
You can also select multiple stopped emails and release them in bulk using the same options.
👉 I added the sender to my whitelist but the stopped emails are still there — why?
Whitelist changes only apply to emails that arrive after the change. Emails already in the queue won't release automatically — you need to release them manually using Process once or Process always.
Managing the email whitelist
The whitelist controls which senders outside your folder's user list are allowed to import documents via email.
👉 Where do I manage the whitelist?
The folder administrator should go to Folder Menu → Folder Settings → Email Import → Folder Email Whitelist.
👉 Can I approve a whole domain instead of individual addresses?
Yes. You can add individual addresses (e.g. invoices@supplier.com) or entire domains (e.g. @supplier.com). Adding a domain approves all senders from that domain.
👉 What happens if I remove someone from the whitelist?
Their future emails will be stopped automatically. Any emails already processed are unaffected.
👉 Why did an email from a trusted sender got stopped as a stopped email?
If an email from a trusted sender got stopped, it could have been flagged a spam by our email provider, usually due to suspicious links.
Go to Stopped emails, click on the email and click on Allow spam if you wish to process it.