Creating an Email sync task

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. 

  1. Click on 'Choose a server' button,
    emailSync_chooseServerButton.png

  2. Select the method by which you access the accounts you are trying to sync and authenticate your credentials if it is necessary.
    emailSync_chooseServer.png

    To use the Google Apps, Office 365, or Exchange 2010 options you will need an email administrator's credentials.

  3. Click on the button next to 'since' 
    emailSync_dateSince.png

    Choose the date range of emails that will be synced into your cloud storage account.
    emailSync_dateToday.png

    Also you can set a custom date by clicking on 'Custom' button and selecting a 'Start' and 'Finishing' date in the calendar.
    emailSync_dateCustomCal.png

    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.


  4. Click on 'Select your Cloud storage' button.
    emailSync_adv_store_btn.png

  5. Select the account where you want to sync emails and authenticate your credentials if it's necessary.
    emailSync_store_options.png
    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.

  6. Validate your credentials with the selected storage provider.
  7. Click on folder button to select the cloud storage file path where your emails will be saved.
    AA_basic_atFolder.png

  8. Enter a custom file path, use dynamic patterns or leave it default.
    AA_basic_folder_drop_.png
    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.
    emailSync_path_CustomV.pngTo learn more about 'Variables' please read Variables overview article.

  9. Click on 'Advanced options' button.
    emailSync_adv_button.png

  10. Click on 'Other filters'.
  11. Click on 'Excluding folder' to exclude a folder to be retrieved.
    emailSync_advExclude.png
    In this example we'll exclude 'Sent' folder

  12. Click on 'Import options'.
  13. Click on 'Do not overwrite files'.
     emailSync_adv_DoNotOver.png
    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.

  14. Click con 'Mark Email as processed'.
    emailSync_adv_saved.png
    Note: With this option activated mxHero will add the configured text into messages body and it will mark them as processed (This text can only be seen by you, even if the email is replied or forwarded).

  15. Click on 'Save attachments' button.
    • Replace attachments with cloud links
      emailSync_adv_saveAtt.png

    • Filter attachments by extension: PDF
      emailSync_adv_FilterByExtension.png

      Only process files that match the specific extensions, in this case .pdf only.
    • Use a sub folder to store attachments.
      emailSync_adv_AttSubFolder.png

  16. Check 'Save message as an .eml source file'.
    emailSync_adv_saveEml.png

  17. Check 'Move original email to trash folder after saving'.
    emailSync_adv_OriToTrash.png
    Warning: If this option is checked your emails will be automatically moved to your email 'Trash' folder.

  18. Go to 'Security options'.
    Check '
    '.
    emailSync_adv_OnlyCompany.png

    With this option activates the files can only be accessed by accounts in the company.

  19. Go to 'Notification options'
    Enter an email address to be notified.
    Check 
    'Notify me when done' and 'Notify me on error'.
    emailSync_notify.png

  20. Click on 'Apply settings' button.
  21. 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.

Have more questions? Submit a request

Comments

Powered by Zendesk