{"id":144,"date":"2016-06-28T22:10:55","date_gmt":"2016-06-28T22:10:55","guid":{"rendered":"http:\/\/gearmage.com\/blog\/?p=144"},"modified":"2026-02-05T22:52:10","modified_gmt":"2026-02-05T22:52:10","slug":"multiple-email-accounts-via-rules","status":"publish","type":"post","link":"https:\/\/gearmage.com\/blog\/multiple-email-accounts-via-rules\/","title":{"rendered":"PRO features: multiple email accounts and rules"},"content":{"rendered":"

The Mail Attachment Downloader FREE<\/a> versions offer the ability to download emails from only a single email account at a given time. Furthermore, you are restricted to\u00a0only a single search or filter criteria.<\/p>\n

We will explain how the Mail Attachment Downloader PRO<\/a> versions differs and overcomes these limitations below with the PRO Features:\u00a0multiple email accounts and rules.<\/p>\n

Multiple email accounts<\/h2>\n

With the free version, you can\u00a0run a download session for a single email account at a time. To download from another account you will need to pick another account from the Account dropdown.<\/p>\n

With the PRO version<\/a>, you can select multiple accounts \u00a0by\u00a0selecting <multiple@multiple> <\/strong>option from the Account or email pulldown as shown below.<\/p>\n

This will bring up the multiple account chooser<\/strong>\u00a0after which you can select multiple email accounts that have already been configured.<\/p>\n

\"multiple<\/p>\n

Note that prior to selecting these accounts, you will need to add these accounts to the Account list first as individual accounts and then select the <multiple@multiple> option to choose multiple accounts.<\/p>\n

Once selected,\u00a0when Connect and Download<\/strong> is clicked, the program will download emails from multiple emails automatically.<\/p>\n

If you have the PRO Server version and you want to download from multiple email accounts in the background, just select <multiple@multiple> first and then go to the Service tab and then click the Install service button.<\/p>\n

Multiple email rules<\/h2>\n

The FREE version only let you specify a single email rule per email account. For example, you could search for emails starting from a certain date (search tab<\/strong>) and also include a Filter (filter tab<\/strong>)\u00a0\u00a0by Subject. This will download all emails from that date that also match the Subject you provided.<\/p>\n

This setting is saved per email account. When you switch accounts, you can specify a different search and filter setting that will be remembered for that account.<\/p>\n

But what happens when you want to download this Subject to a folder and maybe a completely different\u00a0email with a different\u00a0Subject<\/strong>\u00a0to a different folder<\/strong> and perhaps also run some actions after downloading the file?<\/p>\n

You can do so with the Global Filters<\/strong> tab in the PRO versions\u00a0as shown in the screenshot below.<\/p>\n

IMPORTANT:<\/strong><\/p>\n

The global filters tab<\/strong> lets you add one or more rules (order matters).<\/p>\n

Ordering:<\/strong>\u00a0For every attachment (or .eml if Save as .eml was checked), the program scans rules from topmost down (rule by rule) and checks to see if a rule matches all the criteria. When a match is found and a file is saved, no other rules below it are run for that attachment. Note that other attachments in the same email or body (if body hasn’t been saved already) will scan all the rules again from topmost down to find a match for that attachment\/body. \u00a0Enable and use rule tracing<\/a> to find out how or why an attachment or a body did not match a rule.<\/p>\n

Applies to all email accounts:<\/strong> These rules apply to all accounts you have defined in the Account dropdown by default. \u00a0That is, each rule defined here, by default, will apply and run for every download session regardless of the email account that was selected\/used to run the download.<\/p>\n

You can, if needed, make the rule run only for a specific email account by adding an Account<\/strong> filter as will be explained below.<\/p><\/blockquote>\n

\"\"<\/a><\/p>\n

When using global filters, certain settings in the Search and Filters tab that were\u00a0set for individual accounts will no longer be used and the UI for these will be disabled.<\/p>\n

This is because the Global filters take precedence over the individual settings specified. You can specify the same exact Search or Filter criteria via a global rule as will be shown below.<\/p>\n

To replicate the search and filter settings that you had in your free version in the PRO version, the first step is to click\u00a0Add new filter<\/strong>\u00a0and enter a rule name for the new filter. Below we’ve entered then name as ‘Payments FY 2016 Q3’ as an example.<\/p>\n

\"rule<\/a><\/p>\n

IMPORTANT\u00a0<\/strong><\/p>\n

Account specific rule:<\/strong> If you want this rule to only apply to a specific email account and not all accounts, you should \u00a0specify a filter.<\/p>\n

In the filters section of the Rule window, click Add<\/strong> -> Filters<\/strong> -> Account<\/strong> and choose the account from the dropdown (see screenshot below, choose Account instead of Header: SUBJECT)<\/em>.<\/p>\n

Not doing so will mean that this rule runs for all accounts.<\/p><\/blockquote>\n

To\u00a0add the Subject filter (that was previously in the Filters tab), click the Add button<\/strong> below the filter name in the Rule filters and extractions<\/strong> section and click on the\u00a0Filters\u00a0sub-menu <\/strong>followed by the Email\u00a0Subject<\/strong>\u00a0sub-menu item.\u00a0\u00a0 \u00a0<\/strong><\/p>\n

\"\"<\/a><\/p>\n

This will add a new Subject filter to the Filters list as\u00a0highlighted\u00a0below. You can then enter the Subject you want to search much like you could have with the Filters tab in the main program window. Click on the Subject text box or click the … button next to get a help on how to specify this filter.<\/p>\n

\"subject<\/a><\/strong><\/p>\n

There are three ways you can specify a “match” in Mail Attachment Downloader PRO in almost any field that does a match (Subject, From, To, etc.).<\/p>\n

    \n
  1. No quotes: <\/strong>In the field if you just specify Payments<\/strong> without quotes, then it will do a substring match. If the word Payments <\/strong>appears anywhere in the Subject it will be a match.<\/li>\n
  2. With quotes:\u00a0<\/strong>Including quotes like ‘Payments’\u00a0<\/strong>will do a regular expression match<\/a>. If it’s just ‘Payments’ <\/strong>with the quotes\u00a0it will do a substring match just like in (1) above. You can test out the regular expression by clicking the … button <\/b>to the right of the text input area as shown above.<\/li>\n
  3. With quotes and logical operators: <\/strong>You can also include logical operators such as OR, AND, NOT\u00a0<\/strong>to combine multiple quoted matches. So an entry like ‘Payments’ OR ‘Invoices’\u00a0<\/strong>will match any subject where the words Payments<\/span> or Invoices<\/span> appear anywhere in the Subject (i.e. a substring match). You can also use parentheses to group these like: NOT (‘Payments’ OR ‘Invoices’) AND ‘Sales’\u00a0<\/strong>will match just Sales and not Payments or Invoices.<\/li>\n<\/ol>\n

    Use the …<\/strong> button<\/strong> to test out your match criteria for any field to see if that is what you want.<\/p><\/blockquote>\n

    Similarly, you could add other filters like by File type filter.\u00a0<\/strong><\/p>\n

    Click on the Filter file types <\/strong>list item in the list box below the Add button to reveal the file types you want to select. Example below shows how we can filter by file type of Documents. You can add your own in the Other section (comma separated, like .csv, .jpg etc.).<\/p>\n

    \"filter<\/a><\/p>\n

    Extractions<\/h2>\n

    Similarly, you could also extract data from any email header or body or attachment once the subject and file type matches if you would like as shown below.<\/p>\n

    Click Add<\/strong> -> Extractions<\/strong> -> (pick the wizard<\/strong> or regular expression <\/strong>option).<\/p>\n

    \"extractions\"<\/a><\/p>\n

    For more about extractions, check this in-depth guide on how to extract data from emails and attachments<\/a>.<\/p>\n

    Choose save filename or format<\/h2>\n

    Once you have the filters and extractions setup, you can pick the filename format as shown below. Click on the little information button next to the filename format to see a list of templates (enclosed between { and }) to include in the filename.<\/p>\n

    \"Save<\/a><\/p>\n

    CUSTOM FOLDERS:<\/strong> You can also include a \\ in the Saved filename format<\/strong>\u00a0field to indicate that a folder needs to be created. The program would automatically create a folder here whenever needed.<\/p>\n

    For example, {EMAIL_FROM}\\{FILENAME}_{ID}{EXT} would create a folder for every senders emails address. This will be automatically created when a new attachment is downloaded.<\/p>\n

    Click the [i<\/b>]<\/b>\u00a0information button to the right of the Saved filename format area to bring up a guide of all the fields you can insert in here.<\/p>\n

    TIP:<\/strong> Just double click the field in that popup window and it will insert the field at the current cursor location into the text area.<\/p><\/blockquote>\n

    A few things to also keep in mind:<\/p>\n

    \"\"<\/a><\/p>\n