With Email Sync you can sync content from your email account or folder into your favorite cloud storage.
If you choose to sync your emails, it will also save all your attachments by default as well along w/ those emails, this behavior can be disabled via "advanced options" settings.
This guide is intended to assist you in the creation of a typical email sync task.
- Click on 'Choose a server' button,
- Select the method by which you access the accounts you are trying to sync and authenticate your credentials if it is necessary.
To use the Google Apps, Office 365, or Exchange 2010 options you will need an email administrator's credentials.
Note: in order to utilize Office 365, Exchange or Imap options, the account used for authentication must not have multi-factor authentication enabled.
- Click on the button next to 'since'
Choose the date range of emails that will be synced into your cloud storage account.
Also you can set a custom date by clicking on 'Custom' button and selecting a 'Start' and 'Finishing' date in the calendar.
Note: In addition you can set up recurring tasks in the advanced settings that will continue to run and grab anything "new" since the last time the sync task wasrun.
- Click on 'Select your Cloud storage' button.
- Select the account where you want to sync emails and authenticate your credentials if it's necessary.
Note: If you are syncing multiple users and want those emails synced to their own individual cloud storage accounts, then be sure to select either Box, Google Apps Drive, or OneDrive for Business Domain and make sure the user has administrator rights.
- Validate your credentials with the selected storage provider.
- Select if you want to use a normal folder or a copy policy to store you emails. (For this example we'll use a folder.)
- Click on folder button to select the cloud storage file path where your emails will be saved.
- Enter a custom file path, use dynamic patterns or leave it default.
When you start typing, a list of dynamic patterns will appear.
Also you can use a 'Variable' to name a folder. To do this just click in 'Create new custom variable' button.
To learn more about 'Variables' please read Variables overview article.
- Click on 'Advanced options' button.
- Click on 'Filters'.
- Click on 'Excluding folder' to exclude a folder to be retrieved.
In this example we'll exclude 'Sent' folder
- Click on 'Import options'.
- Click on 'Do not overwrite files'.
Note: If this option is selected, files with the same name will have a number appended to the file name. If not selected, files with the same name being placed in the same folder will either be overwritten, or saved as the latest version of that file.
- Click on 'Mark Email as processed'.
Note: With this option activated, mxHero will add the configured text in the message's body and it will mark them as processed (This text can only be seen by you, even if the email is replied or forwarded).
- Click on 'Save attachments' button.
- Replace attachments with cloud links
- Filter attachments by extension: PDF
Only process files that match the specific extensions, in this case .pdf only.
- Use a sub folder to store attachments.
- Replace attachments with cloud links
- Check 'Save message as an .eml source file'.
- Check 'Move original email to trash folder after saving'.
Warning: If this option is checked your emails will be automatically moved to your email 'Trash' folder.
- Go to 'Security options'.
With this option activates the files can only be accessed by accounts in the company.
- Go to 'Notification options'
Enter an email address to be notified.
Check 'Notify me when done' and 'Notify me on error'.
- Click on 'Apply settings' button.
- Click on 'Create task' button.
Note: Steps from 6 to 17 are optional. If you click on 'Create task' button after finishing the cloud storage authentication (step 6) the rule will be created with default values.