Start with email forwarding#

This guide explains how to start StackCube email intake while customers keep using the order email address they already know.

You do not need to announce a new address to every customer on day one. Forward real purchase order emails into the StackCube intake address, then check how customer, item, quantity, and attachment evidence appear in the order list.

StackCube email intake settings — Demo email channel settings with the forwarding address used for purchase orders.

Recommended rollout order#

Use the lowest-friction path first.

Manually forward 5 emails - Forward recent real purchase order emails to the StackCube intake address.
CC 2-3 customers - Ask a few repeat customers to add the StackCube intake address as CC.
Enable automatic forwarding - Forward the shared order mailbox to the StackCube intake address.

This lets your team validate extraction and review flow before changing customer instructions.

30-minute test#

Before enabling automatic forwarding, test with five real order emails.

Step	What to check
Choose emails	Include body-only orders, Excel attachments, PDF attachments, revisions, and unclear customer names.
Forward manually	Keep the original subject, body, and attachments unchanged.
Check intake history	Confirm sender, source content, attachments, and processing status are recorded.
Check the order list	Review customer, item, quantity, and pricing candidates.
Record exceptions	Note unmatched customers, unclear item names, and duplicate-looking emails.

The goal is not full automatic approval. The goal is to see whether reviewers can confirm orders from one screen instead of reopening the inbox.

StackCube channel intake history — Email intake history shows sender, source content, status, and generated order links.

Before enabling automatic forwarding#

Automatic forwarding works best from a shared order mailbox.

Prefer a mailbox such as order@ or sales@.
Confirm that the original sender is still visible.
Confirm Excel, PDF, and image attachments are preserved.
Check spam filters and security rules that may block forwarded mail.
After forwarding is enabled, do not manually forward the same messages again.

Avoid using a personal employee mailbox as the primary forwarding source. It can become fragile when ownership changes or someone is away.

When CC is a better first step#

Use CC when you want to test a small customer group before forwarding every order email.

Start with repeat customers that use stable purchase order formats. Ask them to keep the usual recipient and add the StackCube intake address as CC. This requires some customer communication, but it keeps the test scope controlled.

During the CC test, check:

Whether customer matching works from the buyer email
Whether attached purchase orders create review candidates
Whether revision emails are easy to distinguish from previous orders
Whether reviewers can approve or hold orders from the order list

Manually intake existing mail#

For already received mail or test content, use Manual registration in the order list and choose the Manual email tab. Paste the email body and add attachments so the source stays with the candidate in the same review queue.

StackCube manual channel intake tabs — The manual order modal includes tabs for manual email, manual KakaoTalk, and manual SMS source intake.

Manual forwarding is not ideal for daily operation, but it is enough for first validation. You can test the workflow without changing mailbox settings or customer instructions.

Duplicate handling rules#

Email orders often include revisions and resend attempts. Align these rules before enabling automatic forwarding.

Situation	Recommended handling
The same purchase order arrives twice	Use the original email time and attachment filename to approve only one.
A revision email arrives later	Hold the previous candidate and approve only the revision.
Automatic forwarding and manual forwarding overlap	Treat the automatically forwarded email as the source of truth; use manual forwarding only during testing.
The sender does not clearly identify the customer	Confirm the customer before approval and add recurring valid senders to the customer profile.

Do not make email arrival equal approval. Arrival means intake. A reviewer should still confirm item, quantity, price, and duplicates before approval.

When to expand to automatic forwarding#

Expand to automatic forwarding when:

Most test emails preserve attachments correctly.
Reviewers can quickly confirm customer and item candidates.
The team has a rule for duplicate and revision emails.
The downstream step is clear, such as ERP entry, spreadsheet handoff, or carrier export.

If customer names or item names remain unclear in most emails, clean up customer and item references before forwarding every message.