How to automate sorting email attachments into folders

Email & Newsletters, Automation & No-Code

Define clear criteria for routing attachments. Use sender, subject, or content type to classify files.

Create a lightweight workflow that watches your inbox, extracts attachments, and moves the designated folders. Test with real emails and adjust mappings.

Who is this for?

- IT admins managing shared mailboxes
- Support teams handling customer attachments
- Freelancers or small teams seeking productivity gains
- Remote teams with central email workflows

Before you start

- Access to the email account and required permissions
- Ability to create or modify folders for attachments
- Basic understanding of rules or automation setup

General Process (How it works)

  1. Define routing criteria Decide which attributes determine the destination (sender, subject, keywords, file type).
  2. Create a trigger for new messages with attachments Set up an event that fires when an email with an attachment arrives.
  3. Parse attachments and extract metadata Grab the file name, type, size, and destination category from the email.
  4. Map criteria to folders Create a mapping from each criterion to a target folder path.
  5. Move or copy attachments to destination Save or duplicate attachments to the chosen folders while preserving a reference to the source email.
  6. Log actions and handle duplicates Record outcomes and skip or rename duplicates as needed.
  7. Test and refine Run test emails, verify placement, adjust mappings and error handling.

Common beginner mistakes

❌ Not testing with real data
❌ Using overly broad criteria
❌ Ignoring duplicates
❌ Hard-coding paths
❌ Skipping error handling
❌ No logging
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