Save a Gmail message you received into an AODocs library

The Gmail add-on is a tool that lets you save emails and their attachments to AODocs Document Management libraries. You can:

This article explains how to save into AODocs single emails you received in your mailbox. You can choose to create either a new document or a new version of an existing document. 

Create a new AODocs document 
Create a new version of an 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 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 a new AODocs document 

1. Open the email you want to save to AODocs. 

2. Press the File to AODocs button in the right panel. The File to AODocs panel opens.

3. Select the library into which you want to save your email or leave the default (if defined) - learn more: Define default settings in the Gmail add-on.

Tip: When you  enter three or more characters, a drop-down menu appears with all the matching libraries in which you're a contributor.

4. Select the required document class or leave the default (if defined) - learn more: Define default settings in the Gmail add-on.

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. Select whether to create a new document or a new version of an existing document or leave the default option (if defined) - learn more: Define default settings in the Gmail add-on.

Learn more about creating a new document version.

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7. 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. If your email has no attachments or one attachment, press Export. 

If your email has more than one attachment, press Choose attachments and select which attachments to export, then press Start import.

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Your email is copied to the AODocs Document Management library and the document class you defined.

Note: If your library has a folder structure, your document is created at the root level.

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During the save, the following files are attached to your AODocs document: 

  • all the selected email attachments
  • a PDF file called body.pdf, containing the text of your email
  • an EML file of your email called [document title].eml

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.

In addition, the Email ID property of the document is filled with the ID of the individual email that you copied into AODocs. 


Create a new version of an AODocs document 

1. If you chose to create a new version of an existing document in step 5, in press Choose destination document.

2. In the Import attachments to AODocs pop-up select the required document and press Next.

Tip: If you have a long list of documents, use the search bar to find your document. 

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3. For each email attachment you selected:

  • select an existing attachment in the destination AODocs document that you want to replace – all the existing attachments in the AODocs document with the same Multipurpose Internet Mail Extension (MIME) as your email attachment are listed
    or
  • choose to add it as a new attachment

4. If you chose to replace existing attachments by email attachments with different filenames from the attachments you want to replace, select Use destination name to use the same name as the existing attachment in the AODocs document. If you don't select Use destination name, your attachment will keep its name when it replaces the selected existing attachment.

4. Select Keep all the target's attachments if you want to keep all the existing attachments in the AODocs document in addition to any attachments you add or replace during the save process.

5. Press Start import.

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Your email is copied to the AODocs Document Management library and the document class you selected. 

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During the save, the following files are attached to your AODocs document: 

  • the selected email attachments as configured during the setup
  • a PDF file called body.pdf, containing the text of your email
  • an EML attachment of your email called [document title].eml
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