Policy: Routing Documents to Multiple Companies in DOKKA



If your organization manages multiple companies in DOKKA but relies on a single email inbox to receive all documents, and you can’t automatically forward emails to each company’s designated address, you can set up a Policy that routes documents arriving in the Archive Company directly to the correct companies in DOKKA.



Prerequisites




Before the routing can be configured, a few setup steps are required:


1. Create a company in DOKKA


Add a new company in the system.

[See how to create a new company]


2. Connect the company to Excel


Navigate to: Company Settings → Integrations → Export to Excel/CSV only → Activate.







3. Assign an email address


Go to: Company Settings → General → Main Info -> Enter an email address for receiving documents.

Note: The company registration number and address must also be filled in to save changes.








4. Add company identifiers

For each company, go to: Company Settings → General → Financial Information and enter the company’s registration number (VAT ID).




Setting up the Policy in the Archive Company

  1. In the Archive Company (connected to Excel), upload a sample document and open it.

  2. In the "From" field, click Add New.





  3. Enter the following details:







    • Name – Company name as it appears on the invoice

    • Code– The DOKKA company code (can be found in the company URL)






    • VAT ID – The company's VAT number, as entered in step 4.



Final Step



Once all companies have been added and their details configured, please send the support team an Excel file that includes:


  • The DOKKA company name

  • The company name as shown on invoices

  • The company VAT/registration number

  • The DOKKA company code




The support team will finalize the Policy setup. After approval, documents sent to the Archive Company will automatically be routed to the correct company in DOKKA.


Important Notes



  • If DOKKA cannot identify a company (for example, the VAT/registration number is missing or unreadable), the document will remain in the Archive folder.

  • We recommend checking the Archive Company daily to ensure no documents are left unassigned.




Handling unassigned documents



  1. Train DOKKA – Drag the company name into the Vendor field to teach the system where the company name appears on the invoice.

  2. Move manually – Click More Actions → Transfer to Another Company → Select the company.