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The Imports tab on the Reporting page stores files that arrive by email or upload: insurance binders, vendor quotes, signed agreements, exported PDFs and tool reports. Each company has its own import address, and you can sort the files into folders. Once imported, a file can be shown in a report with the Imported Document or PDF Viewer block. This guide is for MSP staff.
Branch preview: the Imports table cleanup below is part of the upcoming release.

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Before you start

  • You need Manage access to Reporting to see the Imports tab. Write or Manage lets you upload, move and delete files and manage folders.
  • Imports follow the company selector. With one company selected you see only its files. With several or Global View the folder list has a section for each company.
  • Each company has an import address on inbox.msportal.ai. Copy the current address from MSPortal rather than typing it. See Find a company’s import address.

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Open Imports

1

Open Reporting

Click Reporting in the main navigation.
2

Click Imports

Click the Imports tab at the top of the page.
3

Choose the scope

Use the company selector to pick a company. On desktop, the rail on the left shows All files, then each company with its folders. On a phone, tap Folders above the table to open the folder selector. Choose a folder to filter the files; the phone selector closes automatically.

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Find a company’s import address

1

Open Settings > Email

Go to Settings > Platform > Email and click the Receiving tab. Receiving Addresses lists every company with its address and an Active or Inactive status.
2

Copy the address

Click Copy address on the company’s row.
You can also copy a folder’s full address from the … menu next to the folder in the Imports rail (Copy email address). The Export email addresses (Excel) button on the Imports tab downloads a spreadsheet of every company’s address. On phones, this button shows a spreadsheet icon. On the Receiving tab you can deactivate an address, or regenerate it. A regenerated address gets a new random ending and replaces the old one, so update any forwarding rules. See Email settings. An address looks like this, where acme-dental-msp-7k2m9q4xh3c0d is the company’s import code.
The code starts with the company and MSP names, so you can read it. It ends in a random 13-character code that makes the address hard to guess. Addresses created before this change keep their old form until you regenerate them. A file emailed to that address lands in that company’s Unfiled area. MSPortal does not check who the sender is, so keep addresses private, use them only in rules you control, and regenerate any address that may have been shared. Each sender can file up to 60 messages an hour to one address, and each address accepts up to 300 messages an hour from all senders together. MSPortal drops messages over either limit without a bounce. A sender that forwards a large backlog should spread it over several hours.

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Send files in by email

1

Pick the address

Use the company’s address, or a folder address from the next section.
2

Attach the files

Attach PDF, Word (.docx), Excel (.xls or .xlsx) or CSV files. Each accepted attachment becomes its own import.
3

Send the email

The From address, subject and time are saved with each file.
4

Open the file

Wait for the file to finish importing. Click its name to preview it, or open its … menu and choose View or Download when those actions become available.
An email with no accepted attachment is saved as one Email Body document. Other file types, such as images or text files, are not imported by email. Use a PDF if you need the message in an exact layout.

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Route a file into a folder with plus-addressing

Add +folder-slug after the import code to send the file straight into a folder.
This is standard plus-addressing. Mail still goes to acme-dental-msp-7k2m9q4xh3c0d@inbox.msportal.ai, and MSPortal reads the +vendor-quotes part. If the slug does not match a folder, MSPortal creates a global folder from it, and files the email there. So acme-dental-msp-7k2m9q4xh3c0d+vendor-quotes@inbox.msportal.ai creates a Vendor Quotes folder for every company the first time it is used. Later emails with that tag reuse it. Check the slug for typos, since a typo makes a new folder.

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Create a folder

On a phone, tap Folders above the table first. Folder actions are available inside the selector.

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A folder for one company

1

Click + beside the company

In the rail, click the + button next to the company name. Its tooltip reads New folder in and the company name.
2

Name the folder

Type a Folder name, for example Invoices. The name sets the folder’s email slug.
3

Click Create

Leave Apply to all companies clear. The folder appears under that company only.

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A folder for every company

1

Click New Global Folder +

Click the folder-plus button at the top of the rail. Its tooltip reads New Global Folder +. The dialog opens with Apply to all companies ticked. You can also tick that box when creating a folder from any company.
2

Name the folder

For example Invoices or Contracts.
3

Click Create

The folder now exists under every company. Each company gets its own address for it, such as acme-dental-msp-7k2m9q4xh3c0d+invoices@inbox.msportal.ai and globex-corp-msp-3n8w5ztq2b6ya+invoices@inbox.msportal.ai. Each company sees only its own files.
Use global folders when every client should have the same layout. Use a company folder for a one-off category.

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Manage folders

Open the … menu next to a folder in the rail.

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Upload and organize files

1

Select a company folder

Click a company or one of its folders in the rail. Uploading needs a company selected.
2

Upload

Click Upload and choose files, or drag files onto the page or onto a folder in the rail. Files can be PDF, DOCX, XLS, XLSX or CSV, up to 50 MB each.
3

Move files

Tick files and click Move to folder…, pick a destination and click Move here. You can also drag one file onto a folder in the rail.
The table shows File, Type, From, Subject, Size and Received. Company appears when the company selector covers multiple companies or Global View; it is omitted with one company selected. Processing status is no longer a table column. Click a completed file’s name to preview it. PDFs, Word files, spreadsheets, CSV files and email bodies show inline. If a file cannot be previewed, download it. Open a row’s … menu for View, Download, Move to folder… and Delete.
Reports Imports with one company selected and six file columns

Branch preview: one company selected; Company and Status are omitted.

Phone Imports with a compact Folders selector above the file list

Branch preview: the phone folder selector keeps the file list within reach.

Phone folder drawer with All files, No folder and company folders

Branch preview: choose a folder in the phone drawer; it closes when selected.

Tick rows to get a bar with N selected, Move to folder…, Download, Delete and Clear. Download counts only completed files. Delete asks you to confirm and removes the files from storage for good.

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Common setups

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Collect client invoices

1

Create the folder

Create a global folder named Invoices.
2

Copy each address

Copy the folder address for each client, for example acme-dental-msp-7k2m9q4xh3c0d+invoices@inbox.msportal.ai.
3

Send it to the client

Ask them to email or forward invoices to it.

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Route signed agreements

1

Create the folder

Create a global folder named Signed Agreements.
2

Set the completion email

In your e-signature tool, set the completion email recipient to the client’s folder address.

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Use a new tag without setup

Email a new tag such as +security-reports. MSPortal creates a Security Reports global folder the first time and reuses it after that. For forwarding rules, Outlook can forward mail that matches a rule to the folder address. Gmail can do the same with a filter.

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Troubleshooting

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Frequently asked questions

No. It shares the folder name only. Each file stays with its company.
Yes. It is saved as an Email Body document.
No. Files become unfiled. Deleting an import is separate and removes the file from storage.
No. It downloads each completed file on its own.
Yes. Regenerating it on Settings > Platform > Email > Receiving gives it a new random ending and replaces the old one. Renaming a company does not change it. Folder renames change folder addresses.
MSPortal does not check the sender, so anyone who has the address can send to it, up to the hourly limits. Share it only with people you trust, and regenerate it if it may have leaked.
Add the Imported Document or PDF Viewer block in the report builder and choose the file.