The Gmail add-on is a tool that lets you save emails and their attachments to AODocs Document Management libraries.
Note: The Gmail add-on is available only in Document Management libraries. It isn't available in Team Folders or Secured Folders.
You can:
- save single emails you composed (this article)
- save single emails you received
- create rules to save emails in bulk
This article explains how to save into AODocs single emails you have composed. When you send your email, it is saved, along with any attachments, as a new AODocs document.
Important: As standard, when you save emails to AODocs, the following attachments are added to AODocs: a PDF file containing the text of your email, an EML file of your email and any email attachments. Library administrators can use the API to define whether to save only emails, only attachments or both for a given document class.
Create a new AODocs document
1. Compose a new email.
2. Click the File to AODocs button at the bottom of your email message. The File to 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 to export mails in bulk.-
- 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 save your email and then select the required document class. Alternatively, leave the default values (if defined) - learn more: Define default settings in the Gmail add-on.
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.
Note: Only document classes with the String property Email ID are listed. If there are no document classes with this property, an error message appears.
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 saved as a new AODocs document.
By default, during the save the following files are attached to your AODocs document:
- all the email attachments
- a PDF file called body.pdf, containing the text of your email
- an EML file of your email called [document title].eml
In addition, the Email ID property of the document is filled with the ID of the individual email that you copied into AODocs.
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.
– Your library administrator may have specified that in your library, only attachments or only the EML and body.pdf files are saved. Learn more: Gmail add-on: Gmail add-on: Use the API to define whether to save emails, attachments or both.