AODocs can be configured to receive emails from library contributors and transform these emails into documents.
To start the configuration of emails, click on “Administration” (1) and open the “Library administration” (2).
Opening the Administration Console of a library
In the library configuration section, click on “E-mails” (3). To add a new email address, click on “Add new value” (4) and enter the email address without the '@' and the domain. The email address will be completed with '@ao-docs.appspotmail.com' by the system.
Accessing the emails list
Click on the email you have entered (5) to configure your email. You can select the document class you want to associate with the email (6) or delete an email (7).
Once you opened the email configuration pop-up, several options are displayed:
- Select a template (8): You can associate a document template to the email. The documents created from emails will be initialized with the properties of the selected template.
Note: The title, description and attached files of the template will be ignored and replaced with the subject, body and attached files of the email.
Learn more here: Configure a document template
- Conversion option (9): It allows you to configure how the files attached to an email will be converted when imported into AODocs.
There are three conversion modes:
- No conversion (default) means that attached files are left untouched. If the email has a Microsoft Word file attached to it, the Microsoft Word file will be attached to the AODocs document.
- Convert files to Google Docs format means that attached files are converted to a native Google Doc format (Docs, Sheet or Slide) if possible. If the email has a Microsoft Word file attached to it, the file will first be converted into a Google Docs, and the Google Docs will be attached to the AODocs document.
These are the file types that can be converted to Google Docs, Sheets, and Slides:
- Docs: .doc (if newer than Microsoft® Office 95), .docx, .docm .dot, .dotx, .dotm, .html, plain text (.txt), .rtf, .odt
- Sheets: .xls (if newer than Microsoft® Office 95), .xlsx, .xlsm, .xlt, .xltx, .xltm .ods, .csv, .tsv, .txt, .tab
- Slides: .ppt (if newer than Microsoft® Office 95), .pptx, .pptm, .pps, .ppsx, .ppsm, .pot, .potx, .potm, .odp
- Convert image files with OCR means that attached files will be analyzed by Google's OCR engine to extract text. If the email has an image (or a scanned PDF) attached to it, the image will be analyzed by the OCR engine and the extracted text will be inserted in a Google Docs. The AODocs document will have 2 attached files: the original image and the Google Docs containing the OCR'ed text.
These are the file types that can be converted to Google Docs with OCR:
- .jpg, .gif, .png, .pdf
Learn more here: Optical Character Recognition in Google Drive
- Folder destination (10): If you have folders defined on your library, you can select the folder you want to create the document in.
Once your inbound email addresses are configured, you can use them to transform emails into documents.
Learn more here: Create AODocs documents from emails
How to use an email address from your domain to generate documents ?
You may need to use an email address from your domain. To achieve this use Google Groups:
1. Create a Google Group 'firstname.lastname@example.org'.
2. Add the '@appspot.com' email generated by AODocs to this Google group.
3. When someone sends an email to the Google group, it is also sent to the @appspot.com email address in AODocs.
4. AODocs creates a document from the email sent by the user.
Note: The actual limit for emails sent to AODocs is 24 MB for the total size of the email, including the email body and all attachments.