Understanding the NHS Mail Folders

Kevin Wall Updated by Kevin Wall

This article explains how to manage the three NHS Mail subfolders - DocmanProcessed, DocmanUnprocessed, and DocmanExceptions - created by the system for handling email attachments polled from your practice's inbox. They are created by the system to allow you to manage the emails once the system has reviewed them.

We suggest you monitor the DocmanUnprocessed and DocmanExceptions folders regularly and move the affected emails to the processed folder once the item has been dealt with, and the document is uploaded to the system.

The three NHS Mail subfolders can be described as processing emails as follows:

Folder

Description

DocmanProcessed

Successfully processed email attachments are marked as read, moved to the DocmanProcessed folder, and appear as NHS Mail documents in the Capture and Filing screen's Not in a Folder field. While no further inbox action is required, periodically deleting these emails is recommended due to NHS Mail storage limits.

DocmanUnprocessed

Unprocessed emails and attachments (often due to unrecognised file formats) are moved to the DocmanExceptions folder and marked as read. These require manual intervention.

You should contact the sender for a different file format, or download the attachment and capture it manually via the Capture and Filing screen.

DocmanExceptions

Emails causing system errors (e.g. conversion failures or exceeding file size limits) are moved to the DocmanExceptions folder and marked as read. These require manual intervention.

You should download the document and manually upload it via the Capture and Filing screen using the Capture function, or request the sender to resend.

The DocmanUnprocessed and DocmanExceptions folders may not exist initially. The Folders will be automatically created as the first items identified with the highlighted issues are attempted to be collected.

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