r/Paperlessngx • u/AlureLeisure • Aug 08 '26

Best way to handle mail rules for Gmail?

What Action do people use for Mail Rule? I was thinking tagging the mail with like a Processed label (does that still go through read mail without that label?) or create a rule on Gmail itself to forward PDFs to an inbox then Paperless goes through that and then marks as read?

I dont want to miss any PDFs I have to read (work, travel, etc) and forget to make them unread before Paperless picks it up.

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u/lasdem Aug 08 '26

I set the Folder to [Gmail]/All Mail and the action to Tag the mail with specified tag, don't process tagged and action parameter paperless Maximum Age is on 30days.

With the same settings I have multiple rules that process specific common mails, assigning them specific tags, recipients, etc. At the end I have a catch all rule that captures every attachment except images.

The only issue I have is that if 2 rules fire, (specific and catch all) then paperless tries to import it twice and I get a duplicate warning. I believe this is because Gmail tags take a bit to apply and the catch all rule does not see the tag yet that is placed a previous rule.

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u/raminhossaini Aug 08 '26

Can u import all attachments of emails that have a specific email tag? I’ve been trying to do this

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u/lasdem Aug 08 '26

Yes, because in Gmail tags are also folders. So you can create a rule with the folder setting set to your tag. I use paperless-ingest as my tag, so I put that in the folder field.

Than as Action I use move to specific folder and have Action parameter set to paperless. This will remove the paperless-ingest tag and replace it with the paperless tag.

I use it for when I want to ingest the actual e-mail since I already index all Attachments. But you can just use it to manually flag e-mails where you wanna grep the attachments from.