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.

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 save into AODocs single emails you received in your mailbox. You can choose to:

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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 the selected 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. Click the AODocs button in the right panel. The 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.

6. 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.

7. If your email has no attachments, click Export. Skip steps 8, 9 and 10.

If your email has one or more attachments click Choose attachments.

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8. Select which attachments to export.

9. Define whether to convert each Microsoft attachment to the equivalent Google format.

10. Click Start import.

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Your email is copied to the AODocs Document Management library and the document class you defined. It is recorded in the Gmail add-on dashboard under Reports > Single exports.

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 (Microsoft files are converted to Google format if defined) 
  • 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. Follow the process to create a new AODocs document up to step 5 and select Create new version, then click Choose destination document.

2. In the Import attachments to AODocs dialog select the required document and click 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
    or
  • choose to add it as a new attachment

Note: If the file format has changed (for example, if you chose to convert from Microsoft to Google format), any links to previous versions of the attachment and the Compare feature will no longer work. 

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.

5. If required, select Remove all attachments which aren't replaced to remove all the existing attachments in the AODocs document. The new version will contain only the attachments you chose to import. 

By default, the existing attachments in your document are kept in the new version and the files you select from the email are added to the existing attachments.

Note: If your document has existing attachments named body.pdf and [title].eml, these attachments are always overwritten with the new body.pdf and [title].eml  corresponding to the email you imported.

6. Click Start import.

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Your email is copied to the AODocs Document Management library and the document class you selected. It is recorded in the Gmail add-on dashboard under Single exports.

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By default, 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

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.

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