Storage Overview – mxHero Help Center

Mail2Cloud saves email, attachments and PDF copies of messages to your cloud storage, then puts links in the email if the rule replaces attachments. This page explains the two ways to connect storage (organization-wide or one account at a time), which providers support which, what mxHERO uploads, and where storage is set up in Settings › Integrations.

Synced and individual storage accounts

	Synced (organization) storage	Individual storage account
Who connects it	An administrator of the storage service, once for the whole organization	Each person signs in to their own storage account
Where files go	Each person's own storage, or one account you choose, or a pool of accounts	That one account only
Shown in rules as	"Box for Organizations", "OneDrive for Organizations", "Google Drive for Organization", "mxHERO Shares"	The provider and the address, for example "Box — user@example.com"
When a password changes	Keeps working	The person may need to sign in again. See Re-authorizing storage accounts.

Use synced storage where the provider offers it. It is easier to manage, and mail from mary@example.com can go to Mary's own storage automatically.

Providers

Provider	Synced (organization)	Individual	Notes
Box	Yes: Box for Organization	Yes	Box Enterprise or Business plan. See Connecting Box.
OneDrive and SharePoint	Yes: OneDrive for Organization	Yes	Admin consent by a Microsoft 365 administrator. See Connecting OneDrive and SharePoint.
Google Drive	Yes: Google Apps for Organization	Yes	Shared drives available with organization access. See Connecting Google Drive.
Egnyte	No	Yes	See Connecting Egnyte.
Egnyte Gov	No	Yes	Asks for your Egnyte Gov tenant address.
Dropbox	Team connection	–	Dropbox Business or Teams only. A team admin connects the team. See Connecting Dropbox.
mxHERO Shares	Yes	–	Storage hosted by mxHERO. See mxHERO Shares overview.

Where to set up storage

Everything is in Settings › Integrations.

Applications tab

Organization-wide connections. Each card shows its status and an Install, Verify or Remove button.

Integrations Applications tab with the Box, Google Apps, OneDrive and Office365 Mailbox cards

Box for Organization: shows your Box Enterprise Id once installed.
Google Apps for Organization: covers Google Drive storage, Gmail mailboxes and the Google directory.
OneDrive for Organization: covers OneDrive and SharePoint.
Office365 Mailbox: mailbox access for mailbox rules, not storage. See Office 365 directory and mailbox access.

Accounts tab

Individual storage accounts and mailbox accounts. Click Add Account and choose the provider; a sign-in window opens for that provider.

Integrations Accounts tab listing accounts with provider, type and sync status

The list shows ACCOUNT, PROVIDER, TYPE (Storage Service or Mailbox) and SYNC STATUS. An account that isn't Synced needs to be re-authorized before rules can use it.

Storage settings tab

Organization-wide options for files and links:

Storage settings toggles and email tracking exclusions

Storage notification templates: the text of the attachment-links PDF, embedded links, secure email, password notification and reject email. See Notification templates.
OneDrive/Sharepoint direct download links UI dependent: use OneDrive and SharePoint links that start a download instead of opening the file. Not supported with password-protected SharePoint links.
Readable Text: store extracted text as file metadata, where the provider supports metadata.
Tracking report disabled: remove tracking report links from notification emails. See Link tracking.
Email Tracking Exclusions: IP masks and host names that tracking ignores.
Storage Link Password Settings: how many numbers, special characters, lower-case and upper-case letters generated link passwords must contain (each 0–20).

Choosing storage in a rule

On a rule's Cloud Storage step, pick an account in Cloud Storage Account. Organization connections show their status (for example Synced or Not synced with an Authorize button). You can add a new account from the same list.

Cloud Storage Account list with organization and individual accounts

With an organization connection, choose how mxHERO picks the storage account for each message:

Option	What happens
Automatically select the storage account based on sender/recipient (default)	Files go to the managed sender's storage account, or else the managed recipient's. For mailbox rules, the mailbox owner's account.
Use a specific storage account	All files go to the one account you enter in Organization account.
Balance uploads using a list of accounts	Files go to a pool of up to 100 accounts, to avoid provider rate limits. See Storage load balancing.

With automatic selection, mxHERO uses the storage login set on the person's account in Settings › Accounts and Groups (for example Box for Organizations Account), if there is one. See Managing accounts.

Important: Automatic selection works only for managed accounts. If neither the sender nor a recipient is in Accounts and Groups, the rule fails with no_storage_account.

For OneDrive, Google Drive and Dropbox organization connections, you can also choose a SharePoint site, a Google shared drive, or the Dropbox Team Root Namespace instead of each user's own drive.

What mxHERO uploads

The rule's action decides which items are saved:

Attachments: each attachment, by its file name. Attached emails count as attachments. Inline images are skipped.
Email: the whole message as .eml, or .msg if you choose MSG.
Email's Body in PDF: the message body as a PDF. Skipped when the message has no HTML body.
Zip of attachments: attachments.zip, for Zip Attachments rules.

Default file names when there is nothing better:

Item	Name
Email	`<subject>.eml` or `.msg`; `mail.eml` if the subject is empty
PDF	`<subject>.pdf`; `mail.pdf` if the subject is empty
Attachment without a name	`attachment-<n>.<ext>`
Links page sent to recipients	`attachments.pdf`

Folder and file names are cleaned of characters that providers reject. See File and folder naming rules. Folders are created as needed.

When a file with the same name exists, the rule's Do not overwrite existing files option decides what happens: off (default) replaces it or adds a new version; on keeps both files, with a _v1, _v2… suffix (OneDrive and Dropbox use their own renaming).

On Box and Egnyte, mxHERO also writes email details (From, To, Subject, Date, Message-ID and more) as file metadata. OneDrive, Google Drive and Dropbox don't support this metadata.

Verify

In Settings › Integrations › Applications, the card for your provider shows it is installed and verified, or the account shows Synced on the Accounts tab.
Create a test rule that saves to it, send a test message, and check that the files appear in the expected folder.
In Reports › Email Flow Logs, open the message and check the storage events for store_file_uploaded.

Troubleshooting

Symptom	Cause	Fix
Rule fails with `no_storage_account`	Automatic selection found no managed sender or recipient.	Add the accounts in Accounts and Groups, or use Use a specific storage account.
Account shows Not synced	Its authorization expired or was revoked.	Re-authorize it. See Re-authorizing storage accounts.
Event `storage_account_concurrent_lock`	Too many uploads at once for one account. Messages are retried.	Use a pool of accounts. See Storage load balancing.
Some link types aren't offered	The provider doesn't support them.	See Link security options by provider.

For more upload errors, see Storage upload failures.