Overview

Agreements can be ingested into LinkSquares Analyze via email sync. 

Email syncs allow users to email a LinkSquares inbox to automatically upload attached files. Providing multiple features to upload agreements into Analyze provides customization and ease for your platform's success. 

Process

A unique email address will be provided by LinkSquares (e.g., subdomain@sync.linksquares.com). Any agreements attached to emails sent to this unique email address are ingested into Analyze. 

The email sync method is a helpful alternative for Standard users who are unable to add agreements natively within Analyze. 

Note: Standard users (including custom roles) may be able to upload agreements based on their organization's settings. This is disabled by default. Contact your Customer Success Manager to learn more. 

Users can add multiple agreements to the email as long as the agreements are cumulatively under the maximum file size of 10 MB. Acceptable file types for ingestion are DOC, DOCX, and PDF.

Any text within the body of the email – besides tags – will be ignored.

If pending agreements are enabled, the agreement(s) will be added to the PENDING tab within the main Agreements page for approval. Otherwise, the agreement(s) will be added to your Analyze repository. 

To learn more about pending agreements, reference our article on Pending Agreements. 

Note: Confirmation emails are not sent out once the files have been successfully ingested into Analyze.

Contact your Customer Success Manager or Implementation Consultant to set up a new sync.

To learn more about leveraging email syncs within Adobe Acrobat Sign, reference our article on Analyze Email Syncs via Adobe Acrobat Sign. 

To learn more about leveraging email syncs within DocuSign, reference our article on Analyze Email Syncs via DocuSign. 

Adding Tags via Email Syncs

Add tags to the agreements that are ingested into LinkSquares Analyze via email syncs.

Email syncs allow users to email a LinkSquares inbox to automatically ingest attached files.

Within this process, a unique email address will be provided by LinkSquares (e.g., subdomain@sync.linksquares.com). Any agreements attached to emails sent to this unique email address are ingested into Analyze. 

Note: The tags must exist within Analyze for the tags to populate alongside your agreements.

Process

Before adding the desired tags to the body of the email, Managers and Administrators must first ensure that the tag exists within their LinkSquares instance. 

After confirming that a particular tag exists within the account, skip this section. 

1. To begin, go to Settings from the app selector.

2. Select Analyze App.

3. Go to the Tags tab. 

This page displays a list of all the tags within Analyze.

4. Use the search bar to filter tags.

If you cannot find the desired tag but would like to leverage it for the email sync, create a new tag by clicking CREATE NEW TAG.

A Create Tag modal will appear.

Input the name of the tag and select a tag color.

Click CREATE once complete.

Your tag(s) can now be added to the email sync.

Adding Tags to Email Body

After inputting the unique sync email address and attaching your agreements, begin adding tags to the body of the email.

The body of the email should read "Tags:" followed by the tag(s) you want to add to the agreements. 

Note: This header is case-sensitive and must be spelled correctly (i.e., plural with colon).

You can add as many tags as needed as long as they are formatted correctly.

The format in which the tag(s) must be added should appear as follows:

Tags: 

Tag 1 

Tag 2  

(etc.)

Tags are case-sensitive and must match the tags present in the account exactly.

For example, to add the tags "buyer," "2020," and "NEW" to the attached files, the email will appear as follows.

Note: There must be a space between the final tag and the email signature. 

The tags will be added to the agreement(s) upon ingestion.

Error Messaging: 

Users may receive the following error when trying to upload an agreement to their LinkSquares Analyze account:

 "only .docx and .pdf are allowed" 

Process

If the file you are trying to upload is a PDF or a DOCX file type, you may want to revisit the naming convention used on the file.

This error is most commonly due to uploading an agreement that has an incompatible file type added to its name.

LinkSquares only accepts PDF and DOCX file types, meaning if the file extension or file type is included in the file name, it is recommended to be lowercase.  

Try changing the ".PDF" or ".DOCX" within the file name to lowercase. This will allow you to upload the file without receiving an error message. 

When receiving the email notification regarding: 'You cannot upload .PNG and/or .JPG files', take note if there is an image in your signature. This will cause the notification. As long as you are uploading .DOCX and .PDF, you can be sure those were updated.