Home | Connectors | Gmail | Gmail - ArchivesSpace Integration and Automation
Flow: Gmail ? ArchivesSpace
When donors, faculty, or internal departments send proposed donations or transfer requests by email, Gmail can route those messages into ArchivesSpace as new accession records or intake tasks. Attachments such as inventories, finding aids, or donor correspondence can be captured and linked to the accession record.
Business value: Speeds up intake processing, reduces manual data entry, and creates a consistent audit trail for incoming collections.
Flow: ArchivesSpace ? Gmail
ArchivesSpace can send Gmail notifications when a collection requires review, approval, or additional metadata validation. For example, archivists, supervisors, or legal reviewers can receive email alerts when a new resource record is ready for sign-off or when restrictions need confirmation.
Business value: Shortens approval cycles, improves accountability, and keeps processing work moving across teams.
Flow: Bi-directional
Email correspondence with donors, departments, or external stakeholders can be linked to the relevant accession or resource record in ArchivesSpace. Replies sent from Gmail can be stored as part of the collection documentation, while ArchivesSpace can trigger reminders for follow-up emails when agreements, permissions, or transfer details are pending.
Business value: Centralizes communication history, reduces lost context, and supports compliance and provenance documentation.
Flow: ArchivesSpace ? Gmail
When a finding aid is published or updated in ArchivesSpace, Gmail can distribute the update to librarians, researchers, department contacts, or public services staff. The email can include a summary of changes, access conditions, and a link to the published record.
Business value: Improves awareness of newly available materials, reduces manual notification work, and supports faster access to collections.
Flow: ArchivesSpace ? Gmail
If required fields are missing in an accession, resource, or digital object record, ArchivesSpace can send a Gmail alert to the responsible archivist or processing team. The message can specify the missing data, record identifier, and next action needed.
Business value: Improves data quality, reduces back-and-forth between teams, and prevents incomplete records from advancing in the workflow.
Flow: Bi-directional
ArchivesSpace can notify legal, compliance, or rights management staff through Gmail when a collection includes sensitive materials, donor restrictions, or copyright concerns. Responses from Gmail can be used to update restriction notes, access conditions, or rights statements in ArchivesSpace.
Business value: Strengthens governance, ensures proper handling of restricted materials, and creates a documented approval trail.
Flow: ArchivesSpace ? Gmail
ArchivesSpace can generate scheduled email reports through Gmail for leadership and operations teams, such as counts of processed collections, pending accessions, overdue tasks, or newly published finding aids. These reports can be delivered weekly or monthly to support oversight.
Business value: Gives managers timely visibility into workload and progress without requiring direct system access.
Flow: Gmail ? ArchivesSpace
Research inquiries received in shared Gmail inboxes can be converted into ArchivesSpace reference or action records tied to specific collections. Staff can assign follow-up tasks, link the request to relevant materials, and preserve the inquiry history for future reference.
Business value: Improves service response times, keeps reference work organized, and connects user requests to archival holdings.
CyanGate, LLC
+1 (833) DAM-XPRT (326-9778) 
contactus@oneteg.com
