 Email Management
Archetype's e-mail system manages
all incoming and outgoing e-mails and their attachments
- Automatically file all outgoing e-mails
into project e-mail registers as soon as they are sent.
- Automatically file incoming e-mails into
project registers after allocating a project number.
- Manages all incoming and outgoing attachments
without needing to create folders and save them thus separating
them from the messages.
- Archive attachments whilst still having
a record of them (filenames, who they came from, who received
them, dates, etc.)
- Connect to most common e-mail servers
or link to Microsoft Outlook.
- Access your e-mails from any workstation.
- Give access to your e-mail to other staff
members.
- Exercise control on personal e-mail use
as required.
- Maintain a practice/company wide searchable
register of all outgoing and incoming e-mails (Archetype
Mailbook)
.
Managing e-mails has become a major issue as e-mail has
superseded other methods of communication e.g. letters,
faxes, and is also used as a vehicle for distributing other
information e.g. drawings, minutes, schedules, specifications,
etc.
Normal e-mail systems are not designed to manage the messages
in a project orientated way, i.e. a number of people collaborating
on a project and all need to be able to read the messages
and find the attachments.
Using Outlook for example, sent messages are stored in a
sent items folder from where you may need to move them to
public folders, save them or even print them out so that
you have adequate records and can find the messages again.
Incoming messages are stored in individuals' inboxes from
where they need to be moved to public folders, saved as
eml files or printed. Attachments may need to be saved to
a folder so that they can be found again but this separates
the attachments from the messages and leads to a plethora
of folders and files which can be difficult to manage over
the life of a project.
These methods of managing e-mails are inadequate since they
require the user to remember to do it and to not make mistakes.
Also, retrieving previous messages and attachments may require
you to browse through possibly hundreds of messages to find
them.
It is not unusual to find Outlook users with hundreds of
items in their inbox and sent items folders. These messages
may be inaccessible to other people on the design team.
Archetype is designed to manage e-mails so that they are
automatically filed and everyone can easily find them and
their attachments.
Creating An E-mail:
Press the new e-mail button and fill in the e-mail form
shown below. The name and address details of the recipient
are selected from the contacts database as are the copy
to names. The e-mail is automatically given a unique reference
which consists of the document type, the project reference,
a file reference (if required) and a sequential number.
A disclaimer can be customised for your organisation and
automatically included with the message. An auto signature
can be set for each user and added to the message. Attachments
can be zipped without having to manually create the zip
files and other documents e.g. drawing issue zip files,
instructions, minutes, etc. created with Archetype can easily
be attached.
(Archetype keeps a store of
all the e-mail attachments which can be accessed to recover
the attachment and the message that was with it.)
Attachments can be automatically zipped thus avoiding the
need to browse for attachements, zip them, save the zip
file and then attach the zip file to the email message.
Archetype documents can be attached from the document registers
e.g. drawings, letters, instructions, minutes, agendas,
drawing issues, etc. without having to know file names,
folder structures and browsing for them.
(E-mail addresses can be selected
from the project orientated contacts list.) |
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