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, using any storage platform.
You can:
- export a batch of emails using rules (this article)
- export single emails you received
- export single emails you composed
Note: This feature requires a specific license. Learn more: Set up your Workspace and install the Gmail add-on.
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.
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
Notes:
– All custom labels in your Gmail box are listed.
– All individual emails with the label will be exported. Emails in the same thread but without the label are not exported.
- 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. If required, activate the switch Run once per week.
Learn more about when the batch will run: Run batch exports automatically.
6. Click Save.
Run batch exports manually
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 Batch 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.
Note: 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.
Run batch exports automatically
If you activated the switch Run once per week when you created or edited a rule, the batch export based on this rule will run:
- the evening you create (or edit) the rule with the switch activated
- once a week on the same day from then on
You can follow the progress of batch exports in the same way as when you export single emails. Learn more: What happens when I run the export?