Property
Project Tracker

Google-first property records

Put every property email
in the right project.

Property Project Tracker files Gmail threads and attachments into a searchable Drive record. If it cannot prove where a message belongs, it sends it to review.

See how filing worksSee the record it keeps
Routing
Clear rules
Duplicates
Exact match
Changes
No deletions

Fictional filing plan · no property data

PROJECT 01

North build

Correspondence / 18 files

✓ Matched identifier
PROJECT 02

South settlement

Correspondence / 11 files

✓ Matched identifier
REVIEW QUEUE

Needs review

1 ambiguous message

! No guessing

The main rule

Unclear messages wait for a person.

Known addresses, lot references and project terms decide the route. A message with no clear match, or several possible matches, goes to a labelled review queue.

How it works

Six checks put each email in the right place.

The workflow uses focused searches, exact duplicate checks and a visible review queue.

  1. 01

    Search for project mail

    Configured project details find relevant messages without scanning the whole mailbox on every run.

    Gmail
  2. 02

    Choose one project

    Clear matching rules must find one project. No match or several matches sends the message to review.

    Rules
  3. 03

    Remove duplicate copies

    The workflow compares message text and exact attachment hashes so copied threads create only one record.

    Apps Script
  4. 04

    Save the correspondence

    A readable HTML record and each unique attachment land in the project's Correspondence folder.

    Drive
  5. 05

    Index the evidence

    A tracker row retains received date, route, sender, subject and direct Gmail and Drive links.

    Sheets
  6. 06

    Retry only what failed

    One malformed message cannot stop the batch, and uncommitted items remain available for the next run.

    Hourly trigger

The tracker Sheet

Find any record and open its source.

Every processed message gets an index row. You can search by project, date, sender or subject, then open the original Gmail message or Drive file.

  • Frozen, readable headings
  • Routes shown with labels, not colour alone
  • Direct links to Gmail and Drive
  • Separate review count and failure status

Safety

The tracker files new records. It does not rewrite your archive.

Folder IDs stay in private Script Properties. The automation creates correspondence records and tracker rows, but does not move or delete existing property documents.

  • Exact duplicate proofThe same SHA-256 hash within the same project
  • Uncertainty stays visibleAmbiguous mail goes to Needs Review
  • Runs inside GoogleGmail, Drive, Sheets and Apps Script

A Drew's Digest project

Find the property record
without hunting through email.

Return to Drew's Digest