The Gmail add-on lets you export emails and their attachments to AODocs libraries.
Note: The Gmail add-on is available in all types of library: Team Folders, Secured Folders and Document Management libraries.
You can:
- export single emails you composed (this article)
- export single emails you received
- export a batch of emails using rules
This article explains how to export into AODocs single emails you have composed. When you send your email, it is exported, along with any attachments, as:
- a new AODocs document in Document Management libraries
or - one or more new documents in Team Folders or Secured Folders
Note: This feature requires a specific license. Learn more: Set up your Workspace and install the Gmail add-on.
Create a new AODocs document
1. Compose a new email.
2. Click the AODocs button at the bottom of your email message. The AODocs panel opens.
3. Choose one of the following options:
- Select rule: Define the required rule under Select one rule. The associated library and document class are automatically filled in. Learn more: Create rules.
- Choose destination library: Define your library and document class manually.
4. If you selected Choose destination library, select the library into which you want to export your email and then select the required document class.
Tip: When you enter three or more characters in the Library field, a drop-down menu appears with all the matching libraries in which you're a contributor.
5. Add or change the document title as required.
Note: By default, the document title is the subject of the email. If there is no subject, the field is blank and you must enter a title.
6. Click Save configuration. The address of the technical account is added to the Bcc field in your email.
7. Send your email to the required participants. Your email is exported as a new AODocs document. It is recorded in the Gmail add-on dashboard under Reports > Send & file.
In Document Management libraries the following files are attached to your AODocs document:
- all the email attachments
- a PDF file called [email subject].pdf, containing the text of your email
- an EML file of your email called [email subject].eml
In Team Folders and Secured Folders, separate documents are created, each with one attached file.
If your library administrator created properties to recover the email metadata (such as "Email ID", "Sender" or "Subject) they are filled in during the export. Learn more: Gmail add-on: Configure your library.
Notes:
– EML is a file extension for email messages in the MIME RFC 822 standard format. An EML file contains all the original email data (header, body and attachments). This format is often used to archive emails. You can open EML files with most email clients like Microsoft Outlook or Mozilla Thunderbird.