Automated Gmail-to-PDF Archiving System

Purpose

This system automatically searches Gmail for emails sent to or from specific contacts or domains, converts them into PDFs, and stores them in named folders in Google Drive. It's used to keep a searchable, organized, and timestamped record of key communications for future reference, especially across insurance and claim-related projects.

What It Does

• Searches Gmail for all emails to or from a specific sender or domain.
• Converts each email into a timestamped .pdf file using Google Apps Script.
• Stores the PDFs in organized folders within Google Drive, named after the contact or domain.
• Filenames are standardized: YYYY-MM-DD - TO/FROM email@domain.com - Subject.pdf

How It Works

1. Create a new Google Apps Script project.
2. Paste the provided script for the desired sender/domain (see examples below).
3. Run the script and authorize permissions when prompted.
4. The script will auto-create a Drive folder (if not existing) and populate it with generated PDFs.

Script Template

Replace @example.com or user@example.com with your target domain or address:

function archiveAllEmailsWithDomain() {
  var domain = "@example.com";
  var threads = GmailApp.search("from:" + domain + " OR to:" + domain);

  var folderName = "Gmail PDFs - Example (All Emails)";
  var folders = DriveApp.getFoldersByName(folderName);
  var folder = folders.hasNext() ? folders.next() : DriveApp.createFolder(folderName);

  for (var i = 0; i < threads.length; i++) {
    var messages = threads[i].getMessages();
    for (var j = 0; j < messages.length; j++) {
      var msg = messages[j];
      var sender = msg.getFrom();
      var recipient = msg.getTo();
      var date = Utilities.formatDate(msg.getDate(), "GMT", "yyyy-MM-dd");
      var subject = msg.getSubject().replace(/[^a-zA-Z0-9 ]/g, '').substring(0, 50);

      var direction = sender.includes(domain) ? "FROM" : "TO";
      var contact = sender.includes(domain) ? sender : recipient;
      var contactClean = contact.match(/<(.+)>/) ? contact.match(/<(.+)>/)[1] : contact;

      var filename = `${date} - ${direction} ${contactClean} - ${subject}.pdf`;
      var blob = Utilities.newBlob(msg.getBody(), "text/html", filename).getAs("application/pdf");

      folder.createFile(blob);
    }
  }
}

Configured Examples

• Shari Bradix (specific address): Shari.Bradix@cna.com
• All CNA contacts: @cna.com
• All J.S. Held engineers: @jsheld.com
• Bockmon Insurance: @bockmoninsurance.com

Next Steps (Optional)

• Add automatic scheduling to run these scripts daily/weekly.
• Enhance script to export attachments or summarize content with AI.
• Back up Drive folders to external storage/cloud systems.