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Administrator Guide
Last Updated: 2025-02-21
Concept: Email Ingestion

Concept: Email Ingestion

You can use Email Ingestion to parse and extract data from emails sent into Workday. Workday applications can use the extracted data to create tickets and tasks automatically, which saves you time and eliminates manual work. Applications associated with the receiving domains initiate actions based on the content of inbound emails. Example: When an authorized vendor submits an email invoice, Workday processes the content into a supplier invoice request.

Receiving Domain Types

You can configure your Workday tenants to receive inbound emails to specific receiving domains so that Email Ingestion can process them. You can use either a Workday-provided receiving domain or a customer-provided receiving domain for email ingestion. Workday sets up and maintains the Workday-provided receiving domain for you. Alternatively, you must set up and maintain the customer-provided receiving domain yourself. Workday recommends using the Workday-provided receiving domain because it:
  • Saves you time by using a receiving domain that Workday configures for you. When you create a customer-provided receiving domain, you must update the DNS configuration for your company, which may require help from your IT team.
  • Simplifies non-Production refreshes by eliminating additional configuration steps that customer-provided receiving domains require.
    You must access the
    Configure Email Ingestion Settings
     task in your non-Production tenant to reselect the Workday-provided receiving domain after every non-Production refresh.

Forward and Redirect with Email Ingestion

You can forward and redirect emails to either a Workday-provided receiving domain or a customer-provided receiving domain in your Workday tenant. You can use various third-party email clients to forward and redirect emails. Examples:
  • Apple Mail
  • Google Mail
  • Microsoft Outlook
When you configure your email ingestion settings, you can add a forwarding or redirecting email address to the allowed senders list. You can then configure your email client to forward or redirect email to the receiving domain.
Example: You configure a receiving domain in your tenant: email@destination.com. You also set up a forwarding address in your email client: email@forward.com. Your email client then redirects all emails sent to email@forward.com to your receiving domain: email@destination.com.
When you compose an email that you want to forward to an email ingestion receiving domain, add only the forwarding address in the
To
 field of the email. Add any additional recipient addresses in the
Cc
 field so that Email Ingestion can successfully ingest the email.

Steps to Stop Using Email Ingestion

When you want to stop using Email Ingestion, and are using either the Workday-provided receiving domain or the customer-provided receiving domain, you must:
  • Delete the email ingestion settings.
  • Remove any forwarding rules that you've made.
When you're using the customer-provided receiving domain, you also need to:
  • Delete the email ingestion receiving domain.
  • Work with your IT administrator to remove email ingestion data from your DNS configuration.