====== Automated Gmail-to-PDF Archiving System ======

[[Archive Update|Archive Update]]

===== 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 follow this format: ''YYYY-MM-DD - TO/FROM email@domain.com - Subject.pdf''

===== How It Works =====
  - 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.

===== 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);

  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);
    }
  }
}
</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

We are ready to move to the summarization/AI review phase.