Email & Automated Imports

Boost your analytic agility by letting Scoop automatically collect data from emails and attachments — without any IT help or complex integrations! With Scoop’s Email & Automated Imports feature, you can securely forward, filter, and capture data files from your inbox straight into datasets, turning recurring reports and auto-generated files into live, analysis-ready information in minutes.

How Does Scoop’s Email Ingestion Work?

Scoop provides a unique, secure email ingest address (e.g., [email protected]). Once you configure your data sources — CRM exports, financial system reports, vendor files, scheduled emails, etc. — to send data to this address, Scoop monitors every incoming message, automatically parsing attached files and turning them into new or updated datasets.

Supported file types include:

• Excel (XLS, XLSX)
• CSV, TSV, TXT
• PDF (table extractions)

You’ll never have to hunt for files, copy-paste, or chase down IT again: Scoop automates data collection and transforms recurring inbox clutter into up-to-date, blended dashboards.

Step 1: Configure Subject & Attachment Filters

Scoop lets you fine-tune exactly which emails and attachments are imported by setting up filters on:

Email Subject

• Use keywords or exact matches to include/exclude specific recurring reports (e.g., “Monthly Sales Report”, “Export - QuickBooks”).
• This keeps Scoop from pulling in unrelated emails or accidental misdirected messages.

Attachment Types

• Limit imports to certain file types or attachment names. For instance, you may want only files named like sales-export-*.csv or restrict to .xlsx files.
• You can also ignore emails without attachments, or only import attachments and skip email bodies.

Common Use Cases

• Forward all Salesforce scheduled reports automatically.
• Capture daily QuickBooks or Xero financial reports.
• Aggregate ad platform exports (Google Ads, Facebook Ads).
• Collect regular vendor statements, invoices, or service logs.

Tip: Setting clear subject or filename patterns is the best way to prevent duplicates and ensure you’re only ingesting trusted data.

Step 2: Parsing Attachments & Mapping Data

Once Scoop receives a matching email, it:

1. Scans all attachments for supported report/file types.
2. Automatically parses file structure — extracting tables, headers, types, and values.
3. Creates a new dataset or updates an existing one, based on your import settings.
4. Shows a preview so you can validate the data and adjust field mapping if needed.

You can set Scoop to import files as they arrive, or review and approve each one before adding to your workspace.

Tip: If your attachment contains multiple tabs or tables, Scoop will let you select which ones to use and how to map columns. You can also merge with other imported data for multi-source reporting.

Security & Privacy Considerations

Protecting sensitive information, especially Personally Identifiable Information (PII), is critical!

• Access Controls: Only authorized users with dataset permissions can view or manage imported data.
• Data at Rest & in Transit: All email and file data is encrypted.
• Automated Scanning: Scoop flags potentially sensitive fields (names, emails, IDs, etc.) and lets you control access or apply redactions.
• Audit Logs: Every import is logged for compliance tracking.

Tip: Before configuring automatic imports, review the contents of your source files and verify you’re not forwarding unwanted or unredacted PII. Use Scoop’s field masking or role-based access controls for sensitive columns.

Troubleshooting & Best Practices

• If expected emails aren't ingested, check your email service’s spam/junk filters and sender whitelist settings.
• Use distinctive subject lines and attachment naming conventions to prevent accidental imports/duplicates.
• Regularly review imported datasets to validate data quality.
• For high-security environments, coordinate with IT to monitor inbound email flow and restrict sender sources.

Next Steps

Ready to turn inbox chaos into business insight?
Head to Datasets > Add New > Email Source to start configuring your first automated import.
If you need help or have unique source requirements, contact Scoop support — our team is glad to walk you through best practices and controls.