40.23 Lookup Tables
40.23.1 Overview ¶
In the Lookup tables area you manage tabular mappings that map email properties (e.g. sender domain) to result values. These values can then be used as placeholders in tasks - e.g. "Save the attachments under the client name that belongs to the sender domain".
The typical use case: A sender domain like mueller-gmbh.de should be assigned to the client name "Mueller GmbH". Instead of building this logic anew in every profile via a filter, the table is maintained centrally once and referenced in the task via the placeholder <CSVMapping{Clients}>.
40.23.2 Toolbar ¶
| Button |
Effect |
| Add... |
Opens the editor to create a new lookup table |
| Edit |
Opens the selected table for editing |
| Remove |
Removes the selected table after a confirmation prompt |
A double-click on an entry opens the editor.
40.23.3 List Columns ¶
| Column |
Description |
| Name |
User-assigned name (e.g. "Clients", "Cost centers") |
| Match by |
Which email property serves as the key (e.g. sender address, domain, subject) |
| Entries |
Number of rows in the table |
40.23.4 Create or Edit a Table ¶
Several areas are available in the editor:
General
| Field |
Description |
| Name |
Unique name of the table, later used for the placeholder |
Match columns
Defines which email properties form the key for the table. Multiple columns are allowed - the match is then against the combination of values. Typical columns: sender address, sender domain, recipient, subject fragments.
Result column
Defines the data source for the result value - usually an additional column in the table whose value is returned on a match.
Data
Tabular entry of the mapping rows with the following operation buttons:
| Button |
Effect |
| Row above |
Inserts an empty row above the current one |
| Row below |
Inserts an empty row below the current one |
| Rows from clipboard |
Imports multiple rows from the clipboard (e.g. copied from Excel) |
| Duplicate row |
Creates a copy of the current row |
| Delete rows |
Removes the marked rows |
Advanced Settings
| Option |
Effect |
| Ignore case when matching |
Matching the email property against the table column does not distinguish between upper and lower case. |
| Remove the following prefixes from the subject during evaluation |
Removes prefixes such as RE: or FW: from the subject before matching, separated by semicolons. |
| Determined value may be empty |
A matching row with an empty result cell counts as a match and returns an empty value. |
| Replace result in this case with |
Replacement value if no row matches or the result value is empty. If it is set, it is used and the task continues normally. |
| Processing status if the evaluated email property value is not contained in the list |
Applies only without a replacement value. If no row matches, the task is not executed and receives the chosen status. With No match, the following tasks of the profile continue; with Error, they are skipped. The message in the log names the table and the matched values of the email, for example <SenderDomain> = 'company.com'. If emails without a match should not be processed at all, check the values in the message filter with a filter list instead (see the tips below). |
Note: Up to version 4.11.3, the processing status had no effect. Without a match and without a replacement value, the placeholder returned an empty text, so a file ended up one folder level higher, for example.
40.23.5 Use in Tasks ¶
In a task (e.g. Save attachments, Forward email) the table is referenced via the placeholder. When processing an email:
- The program reads the email properties defined in the match columns
- Searches the table for a row whose values match exactly
- Returns the value of the result column
- Inserts this value in place of the placeholder
If the match finds no hit, the placeholder remains empty (or receives a default value, depending on the table configuration).
40.23.6 Use Case ¶
Client mapping
Table: "Clients". Match column: sender domain. Result column: client name. Rows: mueller-gmbh.de -> Mueller GmbH, schulze-kg.de -> Schulze KG. In the Save attachments task the path is configured as D:\IncomingInvoices\<CSVMapping{Clients}>\<Date> - emails land automatically in the correct client folder.
40.23.7 Tips ¶
- For large tables (>500 entries), the Rows from clipboard function is fastest - copy the data from Excel and paste it in one go
- Process only emails with a match: Keep the match values in a file (tab Values from File) and create a filter list in the options that points to the same file and column (chapter 40.11). In the profile's message filter, check for example
Sender address contains <EntryFromList{Customers}> (chapter 30.19). Emails without a match do not pass the filter and are not processed by the profile. The table's processing status, by contrast, only takes effect in the task: the email is processed, and only the affected task receives No match or Error.
40.23.8 Related how-tos ¶