Email Integration

Trigger form filling workflows by email - forward documents, receive filled forms, and automate via email

Overview

Email Integration enables email-triggered form filling workflows where you can forward documents to a unique Instafill.ai email address, automatically triggering form filling with attachments as source data, and receiving filled PDFs back via email. This bridges email-based workflows with Instafill.ai's automation, making it possible to fill forms without logging into the platform - simply forward an email, and minutes later receive the completed form.

This is particularly useful for mobile workflows (forward resume from iPhone to fill job application), integrating with email-heavy industries (legal, real estate), automating form-based processes triggered by incoming emails, or providing a simple interface for non-technical users who prefer email over web platforms.

Key Capabilities

• Unique Email Addresses: Each workspace gets unique inbound email address
• Email-Triggered Sessions: Forward email with attachments → Auto-create form filling session
• Attachment Processing: AI extracts data from email attachments (PDFs, Word, images)
• Email Body Parsing: Extract data from email text itself
• Template Selection: Specify form template via subject line or email body
• Automated Reply: Receive filled PDF via email reply
• Workflow Integration: Trigger multi-step workflows from email
• CC/BCC Support: Include team members in email workflow
• Email Notifications: Receive alerts when forms completed, errors occur
• SMTP/IMAP Support: Integrate with corporate email systems

How It Works

1. Setup:

   • Navigate to Settings → Email Integration
   • System generates unique email address: [email protected]
   • Optional: Set up email alias forwarding (e.g., [email protected] → [email protected])

2. Email-Triggered Form Fill:

   • Compose email with source documents as attachments
   • Subject line: Fill: W-9 Form (specifies form template)
   • Attachments: Client information document (PDF or Word)
   • Send to: [email protected]

3. Processing:

   • System receives email, creates form filling session
   • Extracts data from attachments
   • Fills specified form template (W-9)
   • Validates and generates PDF

4. Email Reply:

   • System replies to your email
   • Subject: Completed: W-9 Form
   • Attachment: Filled W-9 PDF
   • Body: Summary of filled fields, confidence scores
   • Total time: 2-5 minutes from send to receive

5. Alternative - Webhook Notification:

   • Instead of email reply, trigger webhook
   • Webhook sends filled PDF to document management system
   • Original sender receives notification email only

Use Cases

Email integration works best for mobile professionals and high-volume intake workflows. Real estate agents and field workers can forward documents from their phones and receive completed PDFs back within minutes, while law firms and HR departments route incoming client or new-hire emails through an alias so forms are auto-filled before a staff member ever needs to review them—reducing 15-minute manual processes to 2-minute approvals.

Real-World Example: Employment law firms have implemented email-based intake automation where discrimination complaint forms are automatically filled when clients forward intake documents via email.

Benefits

• Mobile-Friendly: Fill forms from any email-enabled device
• Zero-Login Workflow: No need to access platform directly
• Email-Native Integration: Works with existing email workflows
• Asynchronous Processing: Forward and forget - receive results later
• Team Collaboration: CC team members in email for visibility
• Audit Trail: Complete email thread documents form filling process
• Simple for Non-Technical Users: Email is familiar, no platform training needed

Security & Privacy

Email integration security features:

Inbound Email Security:

• Unique email addresses with entropy (not guessable)
• SPF/DKIM verification: Only accept from verified senders
• Authorized sender list: Restrict to approved email addresses (optional)
• Attachment virus scanning
• Size limits: 25 MB total attachments per email

Data Handling:

• Emails processed immediately, not stored long-term
• Attachments extracted, then deleted after processing (24-hour retention)
• Source data follows standard Instafill.ai encryption and retention policies

Outbound Email Security:

• Sent via secure SMTP with TLS
• Reply-to address matches sender (no third-party exposure)
• Attachments encrypted (password-protected PDFs available)
• Email body contains summary only, not sensitive data (optional)

Access Control:

• Email integration enabled/disabled per workspace
• Only workspace admins can configure email settings
• All email-triggered sessions and source data scoped to workspaceId and protected via the shared JWT authentication middleware running in both the .NET and Python service layers
• Audit log tracks all email-triggered sessions

Privacy Compliance:

• HIPAA: Email integration can be HIPAA-compliant (with BAA and encryption)
• GDPR: Follows GDPR data processing requirements
• Opt-out: Users can disable email notifications

Common Questions

Authorized Senders:
- @acmecorp.com (all company employees)
- [email protected] (specific external partner)
- [email protected]

Unauthorized attempts: 3 this month (logged)