Who Uses Document Management Systems?

document management systems pdf processing tools digital document workflow who uses dms
Govind Kumar
Govind Kumar

Co-Founder & CTPO

 
February 4, 2026 7 min read
Who Uses Document Management Systems?

TL;DR

This article covers the various groups of people and industries that rely on digital document workflows every day. We look at how students and pros use pdf tools to stay organized and why businesses need automated systems. You'll learn about the specific features like compression and security that makes these systems so important for modern work.

Why developers need a Disposable Email API

Ever tried testing a sign-up flow with your own gmail and ended up getting blocked after the third attempt? It's honestly a huge pain when you're just trying to see if a welcome email actually triggers.

Doing this by hand is basically impossible once your app grows. You can't just keep creating "[email protected]" forever because real providers eventually think you're a bot (which, well, you kinda are). According to DeBounce, over 20% of sign-ups on some sites come from disposable emails. They also point out that "DEAs contribute to higher bounce rates and a weakened sender reputation," which is why so many companies try to block them in the first place. You need a way to test how your system handles them without losing your mind.

  • Scaling issues: You can't manually check 500 inboxes during a load test. Plus, if you use a public domain, your tests might get blocked by your own app's security filters.
  • Provider blocks: big names like google often block automated logins to protect security. (This change by Google is about blocking bots and automation, as ...)
  • QA mess: managing a spreadsheet of static passwords is a security nightmare.
  • Custom Domain Needs: Sometimes you need to use your own private domain for testing so you don't get flagged by "disposable email" detectors that look for common public suffixes.

A disposable email api lets you create inboxes on the fly via code. You just hit an endpoint, get a temporary address, and then poll the api to read the json content of the message.

Diagram 1

As mailsac points out, you can even create a fresh inbox for every single test case to keep things clean. This works for everything from retail coupon codes to healthcare portal alerts.

Next, let's look at how these apis actually handle incoming mail.

Core features of a temporary email api

So you've got the basic idea, but how do these things actually work when you're deep in the terminal? It's not just about getting a random string of characters; it is about how you pull the data out without it feeling like a chore.

The coolest part is you don't usually have to "register" an inbox before using it. You just make up a name—like [email protected]—and send mail to it. The api just catches it.

  • Randomness on tap: you can generate unique addresses for every single test run so data never bleeds together.
  • Custom domains: as mentioned earlier, using your own domain helps you sneak past those annoying "disposable email detected" filters.
  • Auto-cleanup: most services, like Temp Mail, naturally delete messages after an hour or two so your testing environment doesn't get cluttered with old junk.

Once the mail hits the server, you need to get the "good stuff" out of it. Most apis let you grab the whole thing as a json object. This is huge for healthcare apps where you might need to verify a complex password reset link or a retail site sending a unique barcode.

Diagram 2

You can even automate the boring stuff. Instead of manual checks, your script can hit an endpoint to extract just the otp code or a verification link. According to API Ninjas, their system checks against hundreds of thousands of domains to see if an address is disposable, which is great for testing how your own app's security logic reacts.

The Cat-and-Mouse Game of Blocking

Before we move on, we gotta talk about why these addresses get blocked. It is a constant battle. Anti-spam filters maintain huge blacklists of known disposable domains. When a provider like temp mail launches a new domain, the filters eventually find it and block it. This is why many devs switch to paid apis that offer "private" domains—it's the only way to stay ahead of the filters that are trying to keep your automated tests out.

Next up, let's look at a specific tool that helps solve these developer pain points.

Integrating Mail7 into your workflow

While services like Mailsac or DeBounce are great for checking if an email is real, mail7 is a popular example of a service that's built specifically for the dev workflow. It solves a lot of the "blocking" issues by giving you more control over the inbox environment.

Integrating a tool like mail7 into your dev workflow is honestly a game changer if you're tired of manually clearing out test databases. Most teams just want a clean api that doesn't get in the way of their ci/cd pipeline.

  • Developer-friendly rest api: it comes with solid documentation so you can start hitting endpoints in minutes. No more guessing what the json response looks like.
  • Unlimited test emails: this is huge for load testing. Your ci/cd won't stall just because you hit some weird limit on a free plan.
  • Enterprise-grade security: your testing data stays encrypted. This is vital for sectors like finance where even test data needs to be locked down.

As previously discussed, using these tools helps you bypass those annoying "disposable email detected" blocks. According to Kickbox, many domains use "accept-all" settings which make them harder to verify, so having a reliable api is key.

Diagram 3

Honestly, it just makes life easier when you can automate the boring stuff. Next, we'll dive into technical implementation and how to actually automate this in your code.

Technical implementation and best practices

Getting your test suite to talk to a temporary inbox is where the real magic happens. If you're using tools like selenium or cypress, you don't want to be clicking around a web ui—you need to hit an api and get back clean data.

Most devs start by wrapping the api calls in a helper function. You'll want to generate an address, perform the signup in your app, and then poll for the message. Since mail delivery isn't always instant, adding a retry loop is a must so your tests don't flake out.

  • Automation integration: services like Temp Mail work directly with playwright or puppeteer to verify signups.
  • Polling logic: hit the "get messages" endpoint every few seconds until the json arrives.
  • Webhooks: if you hate polling, some providers send a post request to your server the second a mail hits the inbox.

Here is a quick example of how you'd poll for a verification link in python:

import time
import requests

def wait_for_email(api_url, address): for _ in range(10): # retry 10 times resp = requests.get(f"{api_url}/messages/{address}") data = resp.json() if data: return data[0]['body'] # got it! time.sleep(3) return None

In industries like finance or healthcare, you might need to extract a specific otp or a pdf attachment. As previously discussed, these apis give you the raw data so you can regex out exactly what you need without a human ever touching a mouse.

Next, we'll wrap things up with a checklist on how to pick the right provider for your project.

The impact on email security and deliverability

Testing your smtp setup is basically the final boss of email dev. You gotta be sure those headers are legit and your spf records actually align, or you're just screaming into the void.

  • Check spf/dkim: verify your server isn't accidentally flagging itself as a spammer.
  • Header inspection: use an api to see exactly what the receiver sees in the raw source.
  • Workflow polish: ensure those retail receipts or finance alerts don't end up in junk.

Diagram 4

"DEAs contribute to higher bounce rates and a weakened sender reputation," as noted earlier by DeBounce.

Choosing the Right Provider: A Quick Checklist

To wrap this up, here is what you should look for when picking a provider:

  1. API Speed: Does it deliver mail in seconds or minutes?
  2. Private Domains: Can you bring your own domain to avoid being blocked?
  3. Webhook Support: Do you want to poll an endpoint or get a push notification?
  4. Persistence: How long do they keep the emails before deleting them?
  5. Security: Is the data encrypted, especially for sensitive industries like healthcare?

Honestly, just automate it. It saves so much time and keeps your production database clean from "[email protected]" clutter.

Govind Kumar
Govind Kumar

Co-Founder & CTPO

 

Govind Kumar is a product and technology leader focused on building practical AI-powered tools that simplify how people work with documents. At PDF7, his work centers on designing reliable, user-friendly systems that make PDF creation, editing, conversion, and automation faster and more accessible for everyday users and teams. His writing reflects a strong emphasis on clarity, workflow efficiency, and building AI features that solve real problems without adding complexity.

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