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--- email_organization [2025/03/22 20:56] – lwattsii
+++ email_organization [2025/03/23 00:47] (current) – lwattsii
@@ Line 1: / Line 1: @@
 ====== Automated Gmail-to-PDF Archiving System ======
+[[Archive Update|Archive Update]]
 ===== Purpose =====
@@ Line 63: / Line 65: @@
 ----
 ''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
+We are ready to move to the summarization/AI review phase.