Create rules to export mails in bulk

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:

This article explains how to create rules based on Gmail labels so you can save emails to AODocs in bulk. You can then save emails in bulk using your rules. When you use rules to save emails new documents are created. You can't create new versions in existing documents. 

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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 at least one email attachment (if your email has attachments). Library administrators can use the API to define whether to save only emails, only attachments or both for a given document class.


Create labels in your Gmail box and tag some emails with your labels.

Learn more from the Gmail Help Center: Create labels to organize Gmail.

Create rules

1. With no emails open, click the Gmail add-on button in the right panel, then click Dashboard. The dashboard opens, displaying the list of existing rules (if any). 


2. Click the Create a new rule button. 

3. Enter a name for your rule and, if required, a description. 

4. Select one or more labels from the Labels drop down menu. All the existing labels in your Gmail box are listed.

5. Select the destination library and document class or leave the default (if defined) - learn more: Define default settings in the Gmail add-on.

Tip: A drop-down menu appears with all the matching libraries in which you're a contributor.

6. If required, select a category and a value. You can choose from all categories in the selected document class and "Folder".

If you select a category and a value, all documents created with this rule will have this category value defined. If you select "Folder" and a value, all documents created with this rule will be placed in the defined folder. 

7. Click Save.


Save emails in bulk using rules

1. With no emails open, click the Gmail add-on button in the right panel. 

2. If you want to save in bulk using all your rules, click Export all


Alternatively, click in the Select Rule field and select a rule from the list of rules. Repeat if you want add more than one rule. 

Tip: Click Delete to remove a rule from the list. This doesn't delete the rule. 

3. Click Export


The export is recorded in the Gmail add-on dashboard under Rule exports.

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