Order safety
File security and malware scanning
Every file is scanned before anything reads it, and a file that fails never becomes an order.
Updated
You are accepting files from outside your company, sent by people you cannot vet, often forwarded automatically. That is a sensible thing to be careful about.
Nothing is read before it is scanned
Every file — uploaded or emailed — is scanned for malware on arrival. Until that scan comes back clean, nothing opens it: it is not decoded, not read, not extracted, and no order content is produced from it.
This is a hard gate rather than a preference. If a scan result is missing or has not arrived, the file waits. It is never processed on the assumption that it is probably fine.
Files that fail
A file that fails the scan does not become a reviewable order. It is held apart from the files that passed, and no content is extracted from it.
You will see the order in a failed state rather than a review state. There is nothing to fix on the document itself — if the buyer needs to get that order to you, they should send a clean copy.
Only known formats are accepted
Only the supported types are accepted, and the file’s extension must match what the file actually is. A file renamed to look like a supported type is refused.
Spreadsheets get an additional structural check before being opened, because archive-based formats can be built to misbehave when unpacked.
Where files are kept
Source documents are stored separately from your order data, with files that have passed scanning kept apart from those that have not. They are retained for a limited period and then removed automatically — see How long PO Autopilot keeps source documents.
What you can do
- Turn on approved senders if your intake address is known outside your organisation. It stops unknown senders creating orders at all. See Control who can send orders by email.
- Forward selectively rather than forwarding an entire mailbox, so only messages that look like orders reach PO Autopilot.
- Do not re-send a file that failed a scan. If a buyer’s attachment fails, tell them — it is often the first they know that a machine of theirs is compromised.