Automated Gmail-to-PDF Archiving System

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.

• 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

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

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

function archiveEmailsByDomain(domain, folderLabel) {
  var searchQuery = "from:" + domain + " OR to:" + domain;
  var threads = GmailApp.search(searchQuery);
 
  var folderName = "Gmail PDFs - " + folderLabel;
  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 message = messages[j];
      var sender = message.getFrom().toLowerCase();
      var recipient = message.getTo().toLowerCase();
 
      var isFrom = sender.includes(domain.toLowerCase());
      var isTo = recipient.includes(domain.toLowerCase());
 
      if (!isFrom && !isTo) continue;
 
      var date = Utilities.formatDate(message.getDate(), "GMT", "yyyy-MM-dd");
      var subject = message.getSubject().replace(/[^a-zA-Z0-9 ]/g, '').substring(0, 50);
      var direction = isFrom ? "FROM" : "TO";
      var contact = isFrom ? sender : recipient;
 
      var match = contact.match(/<(.+)>/);
      var email = match ? match[1] : contact;
      var filename = `${date} - ${direction} ${email} - ${subject}.pdf`;
 
      var blob = Utilities.newBlob(message.getBody(), "text/html", filename).getAs("application/pdf");
      folder.createFile(blob);
    }
  }
}

function archiveShariBradix() {
  archiveEmailsByDomain("Shari.Bradix@cna.com", "Shari Bradix (Clean)");
}
 
function archiveCNA() {
  archiveEmailsByDomain("@cna.com", "CNA (Clean)");
}
 
function archiveJsheld() {
  archiveEmailsByDomain("@jsheld.com", "J.S. Held (Clean)");
}
 
function archiveBockmon() {
  archiveEmailsByDomain("@bockmoninsurance.com", "Bockmon Insurance (Clean)");
}
 
function archiveMarshallTexas() {
  archiveEmailsByDomain("@marshalltexas.net", "Marshall Texas (Clean)");
}
 
function archiveEricPowell() {
  archiveEmailsByDomain("Powell.eric@marshalltexas.net", "Eric Powell (Clean)");
}

• 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.