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 a batch of emails using rules (this article)
• export single emails you received
• export single emails you composed

This article explains how to create rules based on Gmail labels so you can export a batch of emails to AODocs. When you use rules to export emails new documents are created. You can't create new versions in existing documents. 

Note: This feature requires a specific license. Learn more: Set up your Workspace and install the Gmail add-on.

Automatically generated table of contents

Prerequisite

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 for batch exports

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

2. Click the Create a new rule button. 

3. Define:

• a name for your rule
• a description, if required
• one or more labels to import from – all the existing labels in your Gmail box are listed
• the target library – only libraries in which you are a contributor are listed
• the target document class – only document classes in which you have the right to create documents are listed

4. If required, select:

• a category and a value – all documents created with the rule will have this category and value defined
• Folder and a folder name – all documents created with the rule will be exported to the defined folder

 Notes:
– All categories in your selected document class are listed.
– You can only select one category value, even for multi-value categories.
– The Folder option is available in Document Management libraries only if folders have been configured in the library.

5. Click Save.

Run a batch export

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

2. If you want to run a batch using all your rules, click Export all. 

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

Tip: Click Remove to remove a rule from the list. 

3. Click Export. 

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

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.

Define the default behaviour of how batch exports use labels

1. Open the dashboard.

2. Select Personal settings in the left panel.

3. Choose whether to export individual emails or the entire email thread when you run batch exports:

• Export only emails with the label
• Export all emails in the thread if one has the label

Notes:
– This setting is applied regardless of whether you have chosen to group emails into conversations in Gmail.
– You can't change this setting when you export emails in bulk. Return to the Personal settings panel to change the behaviour.

4. Click Save.

Tip: Click Reset to return to the system defaults: no default library or document class, Import as a new document and Export only emails with the label.