Documents can be attached in Fexa by responding to an email sent from Fexa that contains pre-populated Fexa Tags, or by sending a separate email containing the specific Fexa Tag information below.
- Pin: (Unique IVR ID)
- Fexa Assignment Id:
- Fexa File Type:
- Fexa Document Description:
Below is what you can add somewhere in the body of an email sent from Fexa that allows for the sending of documents directly into Fexa from your email program, simply by replying to an email that has these tags.
NOTE: In this example, the document attached will be uploaded with a Fexa File Type of Signoff. By leaving the Fexa File Type blank, the parser will look at the name of the file to determine the type. If the file attached was named "invoice_123456.pdf", the Fexa File Type would be Invoice.
In order for documents to be attached to the correct object in Fexa, the email must contain a combination of the Pin: (sometimes refereed to as IVR ID) and the object (Assignment, Invoice, Policy, etc.) tags. In the example above the object tags is Fexa Assignment ID:, these types of tags and when to use them are explained in more detail below. The Pin: is not displayed in the Fexa user interface for security purposes, that can be located on your work order from the customer. Your Assignment ID, Invoice ID, etc, can be found directly in Fexa on the the various screens for which they are relevant.
In addition to the mandatory Pin: and Fexa object tags (Fexa Assignment ID:, Fexa Invoice ID:, etc) you can also add a Fexa Document Type and a Fexa Document Description. You can choose to leave the Fexa File Type blank so that documents are identified by using the type in the name of the file as in the example "invoice_123456.pdf" for each file attached. When you attach more then one file of different Fexa File Types (Invoice, Signoff, Photo), you must use this method, otherwise all files will be assumed by Fexa to be of a single Fexa File Type. Using this feature, you must include the type in the file name as seen in this example:
The type can be anywhere in the name.
The current set of valid options are (invoice_ signoff_ client_proposal_ contract_ credit_card_receipt email_submission insurance_ photo_ subcontractor_proposal_ survey_ W-9_ workorder_). This feature exists so that you can respond to a single email with multiple documents of different types.
If you choose to add Fexa Document Descriptions, all documents in that email will include the same Fexa Document Description.
Documents can be attached to Invoices, Proposals, Assignments and Insurance Policies.
The recommended usage is to populate Fexa Tags in the existing communication rules. In order for the email parsing to work correctly, there is a toggle on the Communication Rules, "Parse Files From Replies", that does need to be turned on.
You can email documents into Fexa directly by emailing Documents@parse.<FEXA Customer>.fexa.io. The <FEXA Customer> is the site that you are uploading to. If you are uploaded to Customer123, your email would be Documents@parse.Customer123.fexa.io.
Construct your email with your documents attached, include your mandatory Pin and object tag (Fexa Assignment ID:, Fexa Invoice ID:, etc). You can also include Fexa File Type and Fexa Document Description, and send it to the email address as described above. If the Pin: is not found, Fexa will search through the email and attempt to match based on other criteria such as the email address. If no match is found, the email will fail and the user will receive a notification. It is safest to use the Pin: Also sometimes known as the company's IVR ID.
For Quick Reference, here is the information that should be included for each unique document type:
Insurance Tags
Insurance tags can be used to collect updated policies. Vendors can now attach records to insurance policies in situations where insurance info is provided, and those files will show up on the vendors page as being attached to their insurance policies.. A policy record will still need to be created in the insurance menu. A use case would be to include these tags on insurance reminders or other insurance related communications.
Pin:
Fexa Insurance Policy Id:
Fexa File Type:
Fexa Document Description:
USE FOR TEMPLATE/RULE:
Pin: <fexa column-name="Vendor IVR ID"/><br>
Fexa Insurance Policy Id: <fexa column-name="Insurance ID"/><br>
Fexa File Type: Insurance
Assignment Tags
Assignment tags can be used to collect documentation related to a specific assignment. The documents will attach to the assignment via the Files section on the work order. A use case would be to include these tags on notifications referencing specific assignments.
Pin:
Fexa Assignment Id:
Fexa File Type:
Fexa Document Description:
USE FOR TEMPLATE/RULE:
Pin: <fexa column-name="Vendor IVR ID"/><br>
Fexa Assignment Id: <fexa column-name="Assignment ID"/><br>
Fexa File Type: Signoff
Invoice Tags
Invoice reference # tags can be used to collect documentation related to a specific invoice. The documents will attach to the specific invoice referenced. A use case would be to include these tags on notifications referencing completed work that needs to be invoiced. The end user would be able to reply to the email with their documents attached and they will route to the appropriate invoice.
Pin
Fexa Invoice Id:
Fexa File Type:
Fexa Document Description:
USE FOR TEMPLATE/RULE:
Pin: <fexa column-name="Vendor IVR ID"/><br>
Fexa Invoice Id: <fexa column-name="Subcontractor Invoice ID"/><br>
Fexa File Type: Invoice
Invoice Reference #
Invoice reference # tags can be used to collect documentation related to a specific invoice. The documents will attach to the specific invoice referenced. A use case would be to include these tags on notifications referencing completed work that needs to be invoiced. The end user would be able to reply to the email with their documents attached and they will route to the appropriate invoice.
Pin:
Fexa Invoice Reference Number:
Fexa File Type:
Fexa Document Description:
USE FOR TEMPLATE/RULE:
Pin: <fexa column-name="Vendor IVR ID"/><br>
Fexa Invoice Reference Number: <fexa column-name="Subcontractor Invoice Reference Number"/><br>
Fexa File Type: Invoice
Note: If you would like any of these tags to be added to your existing templates, please reach out to Help Desk and we can add these in for you.