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Administrator Guide
Last Updated: 2025-10-31
Steps: Set Up Email Ingestion

Steps: Set Up Email Ingestion

You might need to take additional steps to enable this feature based on your organization's subscription service agreement. Your organization is either on the Main Service Agreement (MSA) or the Universal Main Service Agreement (UMSA). To determine your organization's subscription service agreement:
  1. Select your profile avatar on Workday Community.
  2. Select
    Profile
    .
  3. On your profile page, select your organization's name, which is beneath your name and next to your job title.
  4. View your
    Subscription Service Agreement
     value.
If the value is:
  • UMSA
    , the feature is automatically available. You can skip the
    Enable Innovation Services Feature and AI Data Contributions for MSA Customers
     step. For more information on Machine Learning data contributions, see Concept: Workday AI for Universal Main Subscription Agreement Customers.
  • MSA
    , you must enable this feature through Innovation Services using the
    Enable Innovation Services Feature and AI Data Contributions for MSA Customers
    step.
Note: UMSA customers don't have Innovation Services tasks and reports in their tenants as these are for MSA customers only. UMSA customers can ignore all information regarding Innovation Services.
You can configure your tenant to receive inbound emails to specific domains for processing with Email Ingestion.
Email ingestion parses inbound email and extracts data, which Workday applications use to create tickets and tasks for particular use cases.
Email ingestion supports:
  • Email Case Creation and Case Communication by Email for Workday Help.
  • Email Receipts to Workday Expenses.
  • Supplier Invoice Optical Character Recognition (OCR): Email Ingestion.
Email ingestion can accept a maximum file size of 30 MB, which includes the email plus attachments.
  1. You might need to take additional steps to enable this feature depending on your organization's subscription service agreement. For more information, see this Community article.
    On the
    Innovation Services Opt-In
     task, select the
    Email Ingestion
     service on the
    Available Services
     tab in the
    Cross Application Services
     category.
  2. Create a segment-based security group with access to the notification type security segment for processing email content using email ingestion.
  3. Edit Domain Security Policies.
    Add new or existing security groups to the
    Set Up: Inbound Email
     domain in the System functional area.
  4. Activate Pending Security Policy Changes.
  5. Access the
    Edit Tenant Setup - System
     task.
    In the
    System Setup
     section, select the
    Allow Attachments within Emails
     check box.
    Security:
    Set Up: Tenant Setup - System
     domain in the System functional area.
  6. Configure email ingestion receiving domains for different notification types.
You can use any email alias with your email ingestion receiving domain. Enter the email alias followed by an @ sign before the receiving domain. Example: Help@Help.GMS.com. Don't set up a mailbox for Help@Help.GMS.com, because the Workday subprocessor creates one automatically. If you set up a mailbox, emails won’t be sent to your receiving domain address in Workday.
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.
Access the
Inbound Email Ingestions By Date Range
 report to track the:
  • Status of events initiated by inbound emails.
  • Type of requests received through the domain.
  • Issues that cause email ingestion to fail.