Nowadays, business communication is shared across various channels, but for most of us, email still represents a significant portion of our daily interactions at work. Although less formal communication can be ideal for collaboration within a team, it is unlikely that our dependency on email will change anytime soon.
Just imagine for a moment how difficult it would be in 5 years to recall the entire history of a client interaction when it spanned months and was intertwined with other exchanges in a chat session. The real challenge is to find more efficient ways to work with the large volumes of emails we face daily. Email automation is the answer.
As business users, we often have our preferred filing structure for Outlook emails and want to keep using this because it is how we know we can find it later. The additional effort to save those crucial emails to a central client or project location means this is often overlooked. Sure, you can automate the saving of email using Outlook rules, but this requires that each user creates and maintains those rules. The results are emails spread across users’ mailboxes and a mammoth task to find these later if needed, particularly when staff have moved on. Even when emails are stored in a joint public folder or a shared mailbox, multiple copies of every email make it hard to find later the specific email you are after.
Ideally, as a business, you want to centrally define business rules to save important emails automatically, so they are more of a policy than individual rules. That way, it is out of the hands of individual users. They work with emails as they always have, including saving, forwarding, or replying directly in Outlook while being confident that any correspondence on important emails is automatically saved to the correct location. Only a single master copy of each email be retained.
For users, associating important emails with a particular client, project, or other criteria should be no more than a mouse click or two away, allowing them to get on with their job.
This is where applications such as MacroView DMS can dramatically improve productivity and compliance in managing emails. MacroView supports sophisticated rules that can save to any number of locations in SharePoint, including new locations, without requiring updates to the rule. Our solutions provide the perfect interface for navigating, searching, and working with emails and their attachments in SharePoint Online.