Forward the emails your clinic receives documents in - referrals, results, letters - to your Document Sorter address, and they'll appear in your Import Queue automatically. No downloading and uploading.
What happens to a forwarded email
Each attachment becomes a document in your queue (up to 50 per email). Documents from the same email are grouped together.
Word documents and images are converted to PDF.
If an email has no attachment, the email itself is saved as a PDF.
Lyrebird also reads the email's subject and message to help work out who the document is for.
You then review and file them as usual.
Step 1 - Find your forwarding address
Go to Organisation › Document Sorter.
Open Email forwarding. Your clinic's Document Sorter address is shown there.
If your organisation has more than one clinic, each clinic can have its own address, so documents land in the right clinic's queue. There's also an organisation-wide address.
You can rename your address at any time. The old address keeps working, so nothing is lost if someone is still forwarding to it.
Step 2 - Forward email to it
Set up automatic forwarding in the mailbox your documents arrive in. If you're not sure how, your IT provider can do this for you.
Gmail / Google Workspace: Settings › See all settings › Forwarding and POP/IMAP › Add a forwarding address, then enter your Document Sorter address.
Gmail sends a confirmation message; you'll need to confirm it before forwarding starts.
To forward only some emails (for example, only emails with attachments), create a filter that forwards matching emails.
Outlook / Microsoft 365: Settings › Mail › Forwarding (or create a Rule that forwards messages to your Document Sorter address).
You can also forward individual emails by hand at any time.
Step 3 - Choose who's allowed to send
Under Allowed senders, add the email addresses or whole domains (for example, @yourpathlab.com.au) you expect documents from. Emails from anyone else are rejected. This keeps unwanted mail out of your queue.
Optional settings
Ignore signature & inline images - stops logos and images in email signatures being imported as documents.
Hide the "forwarded by" message - removes the forwarding note from filed documents.
Default destination - send forwarded documents to a doctor's inbox or a patient's file by default.
If forwarded emails don't arrive
Go to Organisation › Document Sorter › Email forwarding and check Rejected emails. It lists every email that was turned away and why:
Reason | What it means | What to do |
Sender not allowed | The sender isn't on your allowed senders list | Add their address or domain to Allowed senders |
SPF or DKIM failed | The email couldn't be verified as genuinely from the sender | See below |
Spam | The email was flagged as spam | Check it's a real sender; contact support if it keeps happening |
Virus detected | An attachment failed a virus scan | Don't forward it again; check with the sender |
About SPF and DKIM
SPF and DKIM are standard email security checks that prove an email really came from who it says. Lyrebird rejects emails that fail them, to keep your clinic safe from forged documents.
Most everyday senders pass. Failures are most common when:
emails come from a fax-to-email service, or
emails are forwarded more than once before reaching Lyrebird.
If you see SPF or DKIM failures, ask your IT provider or email provider to check that SPF and DKIM are set up for the sending domain. If the failures come from a fax-to-email service, contact our support team - we can help work out the best set-up.
Coming soon
One-click Connect Gmail and Connect Outlook buttons, which set up forwarding for you without any manual steps.