Property
Project Tracker

Google-first property records

Every document.
The right project.

Property Project Tracker turns long-running Gmail threads and attachments into an organised, searchable record across Drive and Sheets, without asking AI to guess where anything belongs.

Inspect the routing planSee the audit trail
Routing
Deterministic
Duplicates
SHA-256
Changes
Additive only

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 operating principle

When the evidence is unclear, the system stops at review.

Known addresses, lot references and project terms route mail. A message that matches none or more than one project goes to a clearly labelled review queue.

A traceable filing route

Six small decisions, one clean record.

The workflow is deliberately boring where property evidence matters: bounded searches, exact fingerprints and a visible fallback.

  1. 01

    Search a bounded Gmail page

    Configured project identifiers find relevant correspondence without scanning the entire mailbox each run.

    Gmail
  2. 02

    Identify one project

    Deterministic terms produce a single route. Zero or multiple matches go to review.

    Rules
  3. 03

    Fingerprint the delivery

    Normalised body text and exact attachment hashes collapse copied thread deliveries.

    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

A filing system that leaves receipts.

Every processed message gets an index row, so a document can be found by project, date, sender or subject without hunting through folders.

  • Frozen, readable headings
  • Labelled routes, not colour alone
  • Direct links to Gmail and Drive
  • Separate review count and failure status

Safety by design

No guesses. No overwrites. No silent cleanup.

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

  • Exact duplicate proofSame SHA-256 within the same project
  • Visible uncertaintyAmbiguous mail routes to Needs Review
  • Google-only runtimeGmail, Drive, Sheets and Apps Script

A Drew’s Digest project

Property history,
filed with intent.

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