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 will find 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. If you leave the Fexa Document Type: tag 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). Again, this feature exists so that you can respond to a single email with multiple documents of different types.
If you choose to add a Fexa Document Description: tag, all documents in that email will include the same Fexa Document Description.
Documents can be attached to Invoices, Assignments and Insurance Policies.
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 this was for 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 your Pin: Also sometimes known as your company's IVR ID
For Quick Reference, here is the information that should be included for each unique document type in the body of your email:
Insurance Tags
- Pin:
- Fexa Insurance Policy Id:
- Fexa File Type:
- Fexa Document Description:
Assignment Tags
- Pin:
- Fexa Assignment Id:
- Fexa File Type:
- Fexa Document Description:
Invoice Tags
- Pin:
- Fexa Invoice Id:
- Fexa File Type:
- Fexa Document Description:
Invoice Reference #
- Pin:
- Fexa Invoice Reference Number:
- Fexa File Type:
- Fexa Document Description:
** IMPORTANT The system will only accept such inbound emails every 10 seconds. So if you decide to automate this, make sure you wait at least 10 seconds in between submissions. IMPORTANT **