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Falaah Falaah AI

Email Forwarding

Forward emails to Muin for automatic document extraction, invoice processing, and task creation. Turn your inbox into automated workflows.

Muin’s Email Forwarding transforms your inbox into an automated intake system. Forward invoices, documents, and requests to Muin for AI-powered processing, automatic categorization, and workflow triggering.

How Email Forwarding Works

The Basic Flow

Receive Email → Forward to Muin → AI Processes → Action Triggered
      │              │                │              │
  Your inbox   Dedicated       Extracts data,   Creates task,
               address        categorizes       routes to team

What Muin Does

When you forward an email:

  1. Receives the email at your Muin address
  2. Extracts attachments and content
  3. Analyzes using AI to understand type and content
  4. Categorizes based on rules and AI classification
  5. Routes to appropriate team or workflow
  6. Acts per your configured automation

Setting Up Email Forwarding

Your Unique Email Address

Every tenant gets an auto-generated forwarding address derived from your tenant slug:

<your-tenant-slug>@inbound.falaah.ai

For example, if your tenant slug is acme-foundation, your forwarding address is acme-foundation@inbound.falaah.ai.

Find your address:

  1. Navigate to Settings → Email Forwarding
  2. Copy the displayed address
  3. Use it for all forwarding

The address is derived server-side from your tenant slug — you don’t pick it. Reserved local-parts (postmaster, abuse, support, etc.) are automatically blocked so you’ll never collide with operational mailboxes.

Custom forwarding domain (Scale + Enterprise)

Want a custom address like documents@your-org.com instead of the shared inbound.falaah.ai domain? Submit a request from Settings → Email Forwarding → Request custom domain. Our team provisions the SES Configuration Set, DNS records, and routing rules within 2 business days.

Forwarding Methods

Manual Forwarding

Forward emails as needed:

  1. Open the email in your email client
  2. Click Forward
  3. Enter your Muin forwarding address
  4. Send

Automatic Forwarding

Set up automatic forwarding from your email:

Gmail:

  1. Settings → See all settings → Forwarding
  2. Add forwarding address
  3. Confirm in Muin
  4. Enable forwarding

Outlook:

  1. Settings → Mail → Forwarding
  2. Enable forwarding
  3. Enter Muin address
  4. Choose to keep copy

Other providers:

  • Check your email provider’s forwarding settings
  • Some require filters/rules for selective forwarding

Filter-Based Forwarding

Forward only specific emails:

Example Gmail filter:

  1. Create filter for from:invoices@vendor.com
  2. Action: Forward to your tenant’s <your-tenant-slug>@inbound.falaah.ai address
  3. Save filter

Document Processing

Supported Attachments

Muin processes these attachment types:

TypeExamplesProcessing
PDFInvoices, contractsFull extraction
ImagesScanned docs, photosOCR + extraction
OfficeWord, ExcelContent extraction
ArchiveZIP, RARUnpack and process

AI Extraction

For invoices and documents, AI extracts:

  • Vendor/sender name
  • Amounts and totals
  • Dates
  • Line items
  • Key terms and clauses

Processing Status

Track document processing:

  1. Go to Documents → Processing Queue
  2. See status of each item
  3. Review extracted data
  4. Approve or correct

Routing Rules

Default Routing

Configure where emails go by default:

  1. Go to Settings → Email Forwarding → Routing
  2. Set default destination:
    • Document inbox
    • Specific team
    • Workflow trigger
    • Individual user

Rule-Based Routing

Create rules for automatic routing:

Rule components:

  • Condition: When to apply
  • Action: What to do

Example rules:

RuleConditionAction
Invoice routingSubject contains “invoice”Send to Finance
HR docsFrom HR vendorSend to HR inbox
UrgentSubject contains “URGENT”Flag and notify

Creating Rules

  1. Go to Settings → Email Forwarding → Rules
  2. Click Add Rule
  3. Define conditions:
    • From address/domain
    • Subject contains/matches
    • Has attachment type
    • Body contains
  4. Set actions:
    • Route to team/person
    • Apply category/tags
    • Trigger workflow
    • Set priority
  5. Save and enable

Invoice Processing

Automatic Invoice Handling

When an invoice email arrives:

  1. Detection - AI identifies it as an invoice
  2. Extraction - Pulls vendor, amounts, line items
  3. Matching - Attempts to match to known vendor
  4. Routing - Sends to Finance/AP team
  5. Queue - Appears in invoice approval queue

Configuration

Customize invoice processing:

  • Default approver
  • Auto-approve below threshold
  • Duplicate detection sensitivity
  • Coding defaults

Review and Approve

In the invoice queue:

  1. Review extracted data
  2. Correct if needed
  3. Apply coding
  4. Approve or reject

Workflows Integration

Triggering Workflows

Emails can trigger workflows:

  1. Create a workflow with “Email Received” trigger
  2. Set conditions (address, subject, sender)
  3. Define workflow steps
  4. Emails matching conditions start the workflow

Workflow Examples

Email TypeWorkflow
Invoice receivedRoute for approval, sync to accounting
New vendor inquiryCreate vendor record, assign onboarding
Contract for reviewCreate task, assign to legal
Support requestCreate ticket, notify team

Security

Email Authentication

Muin validates incoming emails:

  • SPF - Sender verification
  • DKIM - Message integrity
  • DMARC - Authentication policy

Spam Protection

Built-in spam filtering:

  • Known spam patterns blocked
  • Suspicious content flagged
  • Allowlist for trusted senders
  • Quarantine for review

Sender Restrictions

Control who can forward:

  1. Go to Settings → Email Forwarding → Security
  2. Configure sender restrictions:
    • Allow any sender
    • Only from organization domain
    • Only from allowlist
  3. Save

Attachment Scanning

All attachments are scanned:

  • Virus/malware detection
  • Suspicious file type blocking
  • Size limits enforced

Monitoring

Activity Dashboard

View forwarding activity:

  • Emails received today/week/month
  • Processing success rate
  • Routing breakdown
  • Error count

Email Log

Detailed log of received emails:

  • Timestamp
  • Sender
  • Subject
  • Attachments
  • Processing status
  • Routing outcome

Alerts

Get notified for:

  • Processing failures
  • Security blocks
  • High volume (unusual activity)
  • Rule execution

Troubleshooting

Email Not Received

If email didn’t arrive:

  1. Check spam/junk in your email client
  2. Verify forwarding address is correct
  3. Check email forwarding rules
  4. Review Muin email log for errors
  5. Check sender isn’t blocked

Processing Failed

If document processing fails:

  1. Check attachment format supported
  2. Verify file isn’t corrupted
  3. Review file size limits
  4. Try forwarding again
  5. Report issue if persistent

Incorrect Extraction

If extracted data is wrong:

  1. Correct in the review interface
  2. This trains the AI for future
  3. Check document quality (readable?)
  4. Report consistently wrong extractions

Routing Wrong Destination

If email went to wrong place:

  1. Review routing rules
  2. Check rule priority order
  3. Rules are evaluated top to bottom
  4. More specific rules should be first

Best Practices

Setup

  1. Start simple - Basic forwarding before complex rules
  2. Test thoroughly - Forward test emails first
  3. Document rules - Keep notes on rule logic
  4. Train your team - Ensure everyone knows the addresses

Ongoing

  1. Review regularly - Check processing queue daily
  2. Refine rules - Add rules for common patterns
  3. Monitor errors - Address failures promptly
  4. Clean up - Archive old emails periodically

Security

  1. Use allowlists - For sensitive document types
  2. Regular audits - Review who’s forwarding
  3. Train on phishing - Don’t forward suspicious emails
  4. Report issues - Flag security concerns

Integration with Other Features

With Documents

Forwarded documents:

  • Stored in Documents repository
  • Searchable by content
  • Linked to emails

With Vendors

Vendor-related emails:

  • Matched to vendor records
  • Added to vendor history
  • Visible in vendor timeline

With Chat

Ask questions about forwarded content:

  • “What was in that invoice from Acme?”
  • “Find emails from this vendor”
  • “Summarize the attached contract”

Limits and Quotas

Current Limits

LimitAmount
Daily emails1,000
Attachment size50 MB each
Total size per email50 MB
Addresses per account20
Rules per address50

Exceeding Limits

If you exceed limits:

  • Emails queued for later processing
  • Notification sent
  • Contact support for increases

Next Steps