Short answer:
Emails sent into an Index appear in the Pending list unless the sender’s email address is on the Allowed list. Approved emails and attachments are added to the Index.
Full explanation:
When someone sends an email to an Index, 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 Index.
If the sender is not on the Allowed list, the email appears in the Pending Emails list for manual review.
To review and manage incoming emails:
From the main screen, open the Index Management tab.
Select the Index you want to manage.
Click Email to Index.
In the Inbox tab, use the left-hand filters to view:
Approved Emails – Already accepted into the Index and searchable.
Pending Emails – Awaiting your approval or denial.
Denied Emails – Blocked and not added to the Index.
For Pending Emails:
Review the email and attachments.
Select Approve to add the email and attachments to the Index.
Select Deny to block it from being added.
Tips:
Use the Sender 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.