Archive Update

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 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);
    }
  }
}

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

• 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.

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.

• 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

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.

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.

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.