Archive every email and attachment into a searchable database

Every email and its attachments are automatically saved to a database and cloud storage for easy search later.

How the work actually flows

A straight line. Runs once per each attachment.

Pattern: Sequence (1) ยท Multiple Instances without Synchronization (12)

flowchart TD trig>"new email arrives in gmail"]:::trig s0["extract sender and content"]:::task s1[["upload attachment to storage"]]:::mi s2[("save email record to database")]:::store trig --> s0 s0 -->|"one per each attachment"| s1 s1 --> s2 out[/"searchable archive of emails"/]:::out pay{{"instant proof of past communications"}}:::pay s2 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepRuns once per itemA record or sheetResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Knowledge Base & RAGEmail AutomationSpreadsheet & Database OpsFile & Cloud Storage
Connects
GmailPostgreSQLAmazon S3

The problem it solves

Important emails and files get buried in your inbox and are nearly impossible to find months later. When you need to prove what was said or sent, you're stuck scrolling through years of messages.

Who it fits

Businesses that need a searchable record of email communications for compliance or reference.

How it works

  1. A new email arrives in Gmail, or a scheduled check runs hourly
  2. The system pulls the sender, recipients, and message content
  3. Any attachments are uploaded to cloud storage
  4. Email details and attachment links are saved to a database, with duplicates skipped
What you get

Email records ready to find on request

Every email and attachment your business sends or receives gets saved automatically, so you can find any record later.

What you get

A searchable, backed-up record of every email and its attachments.

What you need

A Gmail account, a PostgreSQL database, and S3-compatible cloud storage.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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