Archiving emails and attachments

In today’s world, emails are an integral part of regular business communication; many laws and regulations state they have to be archived just like any other business document. pdfaPilot fully supports email archival both interactively and automatically.

Conversion mechanism

pdfaPilot does not integrate with incoming or outgoing email servers to do its job; instead, it converts email messages in msg or eml formats (the two most widely spread email file formats) into PDF or PDF/A documents. This conversion can be done interactively in pdfaPilot Desktop, using watched folders in pdfaPilot Server, or integrated into other solutions using pdfaPilot CLI and SDK.

Supported conversions

Depending on the email itself and on what output file is needed, pdfaPilot offers different conversion possibilities. All possibilities can be seen in the Switchboard implementation below; an explanation of each possibility and its implications are explained in more detail after the screenshot.

Figure 1: E-mail to PDF options in the Switchboard

  • PDF: Embed attachments as original
    Generates a regular PDF document and embeds any attachments from the email in the generated PDF document in their original format.
  • PDF: Embed attachments as PDF
    Generates a regular PDF document. If the email has attachments they are converted into PDF documents and then embedded in the generated PDF document.
  • PDF: Embed attachments as original and PDF
    Generates a regular PDF document. If the email has attachments they are converted into PDF documents. The result of the conversion to PDF and the original attachments are both embedded in the generated PDF document.
  • PDF: Add attachments as additional pages
    Generates a regular PDF document. If the email has attachments they are converted to PDF and appended at the end of the converted PDF document as additional pages.
  • PDF/A-1: Add attachments as additional pages
    Generates a PDF/A-1 document. If the email has attachments they are converted to PDF and appended at the end of the converted PDF/A-1 document as additional pages. This is the only option for PDF/A-1 because the PDF/A-1 standard does not allow embedded files (whatever they are).
  • PDF/A-2: Embed attachments as PDF/A
    Generates a PDF/A-2 document. If the email has attachments they are converted into PDF/A-2 documents and then embedded in the generated PDF/A-2 document.
  • PDF/A-2: Add attachments as additional pages
    Generates a PDF/A-2 document. If the email has attachments they are converted to PDF and appended at the end of the converted PDF/A-2 document as additional pages.
  • PDF/A-3: Embed attachments as original
    Generates a PDF/A-3 document and embeds any attachments from the email in the generated PDF/A-3 document in their original format.
  • PDF/A-3: Embed attachments as PDF/A if possible
    Generates a PDF/A-3 document. If the email has attachments they are converted into PDF/A-3 documents and then embedded in the generated PDF/A-3 document. If conversion to PDF/A is not possible for a particular attachment it is embedded in its original format instead.
  • PDF/A-3: Embed attachments as original and PDF/A
    Generates a PDF/A-3 document. If the email has attachments they are converted into PDF/A documents. The result of the conversion to PDF/A and the original attachments are both embedded in the generated PDF/A-3 document.
  • PDF/A-4: Embed attachments as PDF/A
    Generates a PDF/A-4 document. If the email has attachments, they are converted into PDF/A-4 documents and then embedded in the generated PDF/A-2 document.
  • PDF/A-4: Embed attachments as additional pages
    Generates a PDF/A-4 document. If the email has attachments, they are converted to PDF and appended at the end of the converted PDF/A-4 document as additional pages.
  • PDF/A-4f: Embed attachments as original
    Generates a PDF/A-4f document and embeds any attachments from the email in the generated PDF/A-4f document in their original format.
  • PDF/A-4f: Embed attachments as PDF/A if possible
    Generates a PDF/A-4f document. If the email has attachments, they are converted into PDF/A-4 documents and then embedded in the generated PDF/A-4f document. If conversion to PDF/A is not possible for a particular attachment it is embedded in its original format instead.
  • PDF/A-4f: Embed attachments as original and PDF/A
    Generates a PDF/A-4f document. If the email has attachments, they are converted into PDF/A documents. The result of the conversion to PDF/A and the original attachments are both embedded in the generated PDF/A-4f document.

Questions?

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