Archive Emails using Globodox Document Management Software
Automatically capture email and securely Share it!
Many organizations do not recognize that email too is a type of document just like agreements, invoices, checks etc. And just like for those documents, it is important for an organization to be able to manage and organize their email messages. For common email ids (e.g. [email protected] or [email protected]) there is a need for an easy way to make the message available to multiple users without resorting to forwarding the message to multiple users (this just creates more messages that you now have to manage!).
What is required is a system that helps you retain email communication for as long as you want, without creating duplicate copies. And if there was a way in which you could review, “act on” and approve email using an automated system that would make it even better. Thankfully, all this and more can be achieved using Globodox document management software as your email management tool.
Globodox is an enterprise level document management system that offers a range of features to manage email comprehensively. Here’s how…
- Easy to import
Drag and drop of email messages and attachments from MS Outlook Express, Windows Live Mail and Thunderbird 9.x. Add your email messages just like you add other documents.
- Automatically capture your POP3 email using Email Capture (e.g. from Gmail, Yahoo mail etc.).
- Email Capture stores message and attachments as separate documents and links the message to its attachments – makes them searchable independently of each other.
- Assign tags to email
Not only can you archive emails in folders, but also assign tags (labels) to them. This helps you find email quickly!
- Store additional indexing information with each ‘Email’ message
You can choose what type of indexing information (meta-data) you want to store, to keep a record of email.
- Store email communication for each customer or project by using tags, folders or stacks. This is a great way to archive emails related to customers, projects etc.
- Find email easily, using Quick, Advanced and Saved Searches.
- Search email by its text content using full text search.
- Share email securely
Globodox offers document level access control and other security features. So you can choose whom to share email with and whom to restrict it from.
- Collaborate on email
If you need to review a policy document that came as an email attachment, you can use the check-in, checkout and draft document “Under Review” features of Globodox. This allows you to confer with other members of your team before making any policy decision.
- Automatically route email
You can automate the email review and approval process by creating workflows. This will route the email to the users involved by sending them task notifications. The beauty of this system is that it lets you route archive emails too for review, approval etc. This is one more reason to choose document management software Globodox to archive emails.
- Integrate easily with other documents
Using the above features means you can integrate archive emails with other documents to manage your business processes more effectively.
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