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--- email_organization [2025/03/22 20:49] – created lwattsii
+++ email_organization [2025/03/23 00:47] (current) – lwattsii
@@ Line 1: / Line 1: @@
-<!DOCTYPE html>
+====== Automated Gmail-to-PDF Archiving System ======
-<html>
-<head>
-  <title>Automated Gmail-to-PDF Archiving System</title>
-  <style>
-    body { font-family: Arial, sans-serif; background: #fefefe; padding: 40px; color: #333; line-height: 1.6; }
-    h1, h2 { color: #2a2a2a; }
-    code { background: #f4f4f4; padding: 2px 6px; border-radius: 3px; font-size: 90%; }
-    ul { margin-top: 0; }
-  </style>
-</head>
-<body>
-  <h1>Automated Gmail-to-PDF Archiving System</h1>
-  <h2>Purpose</h2>
+[[Archive Update|Archive Update]]
-  <p>This system automatically searches Gmail for emails sent <strong>to or from specific contacts or domains</strong>, 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.</p>
-  <h2>What It Does</h2>
+===== Purpose =====
-  <ul>
+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.
-    <li>Searches Gmail for all emails <strong>to or from</strong> a specific sender or domain.</li>
-    <li>Converts each email into a timestamped <code>.pdf</code> file using Google Apps Script.</li>
-    <li>Stores the PDFs in organized folders within Google Drive, named after the contact or domain.</li>
-    <li>Filenames are standardized: <code>YYYY-MM-DD - TO/FROM email@domain.com - Subject.pdf</code></li>
-  </ul>
-  <h2>How It Works</h2>
+===== What It Does =====
-  <ol>
+  * Searches Gmail for all emails **to or from** a specific sender or domain.
-    <li>Create a new <a href="https://script.google.com" target="_blank">Google Apps Script</a> project.</li>
+  * Converts each email into a timestamped **.pdf** file using Google Apps Script.
-    <li>Paste the provided script for the desired sender/domain (see examples below).</li>
+  * Stores the PDFs in organized folders within Google Drive, named after the contact or domain.
-    <li>Run the script and authorize permissions when prompted.</li>
+  * Filenames follow this format: ''YYYY-MM-DD - TO/FROM email@domain.com - Subject.pdf''
-    <li>The script will auto-create a Drive folder (if not existing) and populate it with generated PDFs.</li>
-  </ol>
-  <h2>Script Template</h2>
+===== How It Works =====
-  <p>Replace <code>@example.com</code> or <code>user@example.com</code> with your target domain or address:</p>
+  - Create a new [[https://script.google.com|Google Apps Script]] project.
+  - Paste the provided script for the desired sender/domain (see below).
+  - Run the script and authorize permissions.
+  - The script auto-creates a Drive folder (if not existing) and fills it with PDFs.
-  <pre><code>function archiveAllEmailsWithDomain() {
+===== Script Template =====
+Replace ''@example.com'' or ''user@example.com'' with your target domain or address:
+<code javascript>
+function archiveAllEmailsWithDomain() {
   var domain = "@example.com";
   var threads = GmailApp.search("from:" + domain + " OR to:" + domain);
@@ Line 62: / Line 49: @@
     }
   }
-}</code></pre>
+}
+</code>
+===== 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.
+----
+''This system is designed for accuracy, automation, and fast retrieval of critical email communication records.''
+====== Email Organization Overview ======
+This page documents how our Gmail-to-PDF email archiving system is structured for project organization, historical tracking, and AI analysis. Each category corresponds to a specific contact, domain, or role, with emails exported and stored in clearly named Google Drive folders.
+===== Folder Structure and Categories =====
+  * **Gmail PDFs - Shari Bradix (All)** → All emails to/from Shari.Bradix@cna.com
+  * **Gmail PDFs - CNA (All Emails)** → All emails to/from @cna.com
+  * **Gmail PDFs - CNA Other than Shari** → All CNA emails excluding Shari.Bradix@cna.com
+  * **Gmail PDFs - J.S. Held (All Emails)** → All emails to/from @jsheld.com
+  * **Gmail PDFs - Bockmon Insurance (All Emails)** → All emails to/from @bockmoninsurance.com
+  * **Gmail PDFs - Marshall Texas (All Emails)** → All emails to/from @marshalltexas.net
+  * **Gmail PDFs - Eric Powell (Marshall Texas)** → All emails to/from Powell.eric@marshalltexas.net
+===== Notes on Script Execution =====
+Scripts are designed to run one-time only (manually), and generate a PDF of each email retrieved by the Gmail query. All scripts follow the same structure: loop through threads → extract each message → convert to PDF → save in Drive folder.
+Each script is mapped to a unique folder name for safe targeting and easy retrieval.
+===== Special Case: Eric Powell Email Filtering =====
+Eric Powell’s original archive script was missing some emails. This was due to Gmail’s `.getTo()` and `.getFrom()` fields sometimes being blank or incomplete in:
+  * Sent mail
+  * BCC’d messages
+  * Threaded replies where Powell was in earlier parts of the conversation
+Gmail correctly returned the threads, but the script was skipping emails inside those threads based on this check:
+```javascript
+if (!(sender.includes(email) || recipient.includes(email))) {
+  continue;
+}
+```
+**Fix:**
+We replaced this logic with a cleaner, dual-check method:
+```javascript
+var isFrom = sender.includes(email.toLowerCase());
+var isTo = recipient.includes(email.toLowerCase());
+if (!isFrom && !isTo) continue;
+```
+This ensures that every message **directly involving Powell** is captured — no more skipped BCCs or sent replies.
+Other scripts (like domain-based searches for `@cna.com`) are not affected because they cast a wider net and don’t rely on a single recipient match.
+===== Status =====
+All seven archiving scripts are now finalized and verified:
+  * 🟢 Folder names confirmed
+  * 🟢 Gmail queries validated
+  * 🟢 Powell fix implemented only where needed
+  * 🟢 Manual execution completed with no errors
-  <h2>Configured Examples</h2>
+We are ready to move to the summarization/AI review phase.
-  <ul>
-    <li><strong>Shari Bradix (specific address):</strong> <code>Shari.Bradix@cna.com</code></li>
-    <li><strong>All CNA contacts:</strong> <code>@cna.com</code></li>
-    <li><strong>All J.S. Held engineers:</strong> <code>@jsheld.com</code></li>
-    <li><strong>Bockmon Insurance:</strong> <code>@bockmoninsurance.com</code></li>
-  </ul>
-  <h2>Next Steps (Optional)</h2>
-  <ul>
-    <li>Add automatic scheduling to run these scripts daily/weekly.</li>
-    <li>Enhance script to export attachments or summarize content with AI.</li>
-    <li>Back up Drive folders to external storage/cloud systems.</li>
-  </ul>
-</body>
-</html>