Short answer
Emails sent into a Project appear in the Pending list unless the sender’s email address is on the Allowed list. Approved emails and attachments are added to the specific Project.
Full explanation
When someone sends an email to a Project, the system checks if the sender’s email address is on the Allowed Senders list for that Index:
If the sender is on the Allowed list, the email is automatically approved, and its contents are added to the Project.
If the sender is not on the Allowed list, the email appears in the Pending Emails list for manual review.
If the sender is on the Blocked list, the email and its attachments will not be added to the Project, and will stay in the Denied status.
To review and manage incoming emails:
Go into the specific project you want to review
From the Project Setting, open the Email to Project tab.
Select the Index you want to manage.
Use the left-hand fields to view:
Approved Emails – Already accepted into the Project, and searchable.
Pending Emails – Awaiting your approval or denial.
Denied Emails – Blocked and not added to the Project.
For Pending Emails:
Review the email and attachments.
Select Approve to add the email and attachments to the Project.
Select Deny to block it from being added.
Tips:
Use the Senders tab to add trusted addresses to the Allowed list and streamline approvals.
Denied emails remain visible in the Denied list for reference, but are never added to the Index.