SES Email Forwarding Setup Guide

Step-by-step instructions for configuring email forwarding to Orcha.

Prerequisites

Before starting, you need:

  1. Orcha receiving address - Provided by your administrator:

  2. Registered sender email - Your administrator must register the email address(es) you'll forward from. Contact support if you receive "unknown sender" rejections.

Microsoft 365 / Outlook

Create a rule to forward specific emails automatically.

  1. Open Outlook on the web (outlook.office.com)

  2. Click Settings (gear icon) → View all Outlook settings

  3. Go to Mail → Rules

  4. Click Add new rule

  5. Configure the rule:

    Field Value
    Name Forward invoices to Orcha
    Condition Add conditions to match invoices (see examples below)
    Action Forward to: documents@mail.prod.getorcha.com

  6. Click Save

Example conditions:

Option B: Server-Side Rules (Power Automate)

For more complex logic or organization-wide rules:

  1. Go to Power Automate (flow.microsoft.com)
  2. Create a new flow: Automated cloud flow
  3. Trigger: When a new email arrives (V3)
  4. Add conditions to filter invoices
  5. Action: Forward an email to documents@mail.prod.getorcha.com

Gmail / Google Workspace

Option A: Filters

  1. Open Gmail
  2. Click Settings (gear icon) → See all settings
  3. Go to Filters and Blocked Addresses
  4. Click Create a new filter
  5. Set filter criteria (see examples below)
  6. Click Create filter
  7. Check Forward it to: and enter documents@mail.prod.getorcha.com
  8. Click Create filter

Note: You may need to verify the forwarding address first:

  1. Go to Settings → Forwarding and POP/IMAP
  2. Click Add a forwarding address
  3. Enter documents@mail.prod.getorcha.com
  4. Contact Orcha support to confirm the verification email

Option B: Google Workspace Admin Rules

For organization-wide forwarding (admin only):

  1. Go to Google Admin Console
  2. Navigate to Apps → Google Workspace → Gmail → Compliance
  3. Add a Content compliance rule
  4. Configure to forward matching emails to Orcha

On-Premises Exchange

Transport Rules

  1. Open Exchange Admin Center

  2. Go to Mail flow → Rules

  3. Click + Add a rule → Create a new rule

  4. Configure:

    Field Value
    Name Forward invoices to Orcha
    Apply this rule if... (your conditions)
    Do the following... Redirect the message to documents@mail.prod.getorcha.com

  5. Click Save

PowerShell

New-TransportRule -Name "Forward invoices to Orcha" `
  -SubjectContainsWords "invoice","rechnung","factura" `
  -RedirectMessageTo "documents@mail.prod.getorcha.com"

Other Email Providers

Most email providers support forwarding rules. Look for:

Configure to forward matching emails to your Orcha receiving address.

Verification

After configuring forwarding:

1. Send a Test Email

Forward a sample invoice email to the Orcha receiving address.

2. Check Processing Status

Contact your administrator to verify:

3. Common Issues

Symptom Cause Solution
No email received Forwarding not configured Verify rule is active
"Unknown sender" rejection Sender not registered Contact admin to register sender
Email received but no documents Triage rejected email Check if email has extractable content
Delayed processing Normal forwarding delay Allow 1-2 minutes for processing

Registering New Senders

When you start receiving invoices from a new supplier:

  1. Note the exact email address the invoices come from
  2. Contact your Orcha administrator
  3. They will register the sender in the system
  4. Future emails from that sender will be processed

Important: The sender email must match exactly. invoices@supplier.com is different from accounting@supplier.com.

Multiple Forwarding Addresses

If you receive invoices from multiple email accounts:

  1. Configure forwarding on each account
  2. Register each sender email with Orcha
  3. All emails route to the same tenant based on sender lookup

Security Notes

Support

If you encounter issues:

  1. Check the troubleshooting table above
  2. Verify your forwarding rule is active
  3. Confirm your sender email is registered
  4. Contact your Orcha administrator with: