E mail filing

E mail filing

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What is the best way of saving e mails sent to and received from clients so that all staff in an accountancy practice has visibility of all e mails relating to clients, regardless of the source ?

We have tried using outlook public folders, but have struggled with giving employees the correct permissions to maintain folders (setting up, deleting, viewing) etc.

We have thought about using Iris to do this - but not sure on the functionality or whether any other systems work ?

What do others do ?

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Teignmouth
By Paul Scholes
15th Dec 2011 19:19

MAILSAFE

Hi Judith - no hesitation in recommending Mailsafe .  We've used it for 2 & a half years now and it's never let us down. The full-blown version incorporates a full archive that captures every email in/out of (in our case) MS Exchange as a separate security copy in it's original state plus a tagging function which allows you to tag any email in & out the office with up to 6 indices so, in our case, we use admin or Iris client ref, file type (eg accounts, audit, stat, tax, admin etc), year, free text narrative etc.

We started with the full-blown version but since hosting, when the archive funcion will not operate, we just use the tagging function, which still archives emails but only the ones you tag.  You can set it to recognise email addresses and automatically pick the client ref. 

Access to the software & archive is via an addin toolbar in Outlook and whilst you can tag emails as private, any marked as everyone can be seen by anyone.  You open a search screen and search on indices or even a text search in the email itself.

With all bar 1 of our clients on email this has been a godsend and it regularly saves me ages searching for that email I know x swapped with a client a year ago, especially over fee/quote queries.  There's also a link to Iris practice management where you can hover over the Iris ref in PM and hit a hotkey to fire up a Mailsafe search of all emails with that ref.

Worth a demo

Thanks (1)
Derek French
By derek44
05th Jan 2012 15:12

DocuSoft Document Management

You could take a look at DocuSoft document management system which provides facility for filing incoming and outgoing emails for each client. Also adds a workflow function which helps ensure emails are followed-up in a timely fashion. Some extra information and contact details can be found at www.docuplex.net

 

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