There's no question that email is one of the greatest revolutionary enhancements to modern communication. Its flow, its speed, and its functionality for data and document exchange have been a real boon, bridging gaps in both personal and work relationships.
But if you can't properly organize this powerful resource, it can also bring you some headaches. Nowadays you can barely imagine daily life without email. But as the volume of email messages grows exponentially, if you are unable to manage them efficiently, you will eventually face some real data management problems.
ITAZ Technologies offers two excellent products that can help you with this challenging task-Globodox and Sohodox. These two Document Management Software products offer highly efficient email archiving capabilities, along with many other powerful features.
Our recent version 6 releases of Globodox and Sohodox include a new tool called Email Capture which downloads email messages from any POP3 mail server and automatically adds them to the Globodox or Sohodox database. Email Capture also automatically extracts the key fields (To, From, Subject, Date, etc.) from each email and enters them as indexing information for that email in Globodox and Sohodox, making all email messages immediately searchable.
(Note: POP3 is a widely used protocol for downloading email messages from a mail server. Outlook, Outlook Express, Windows Mail, Mozilla Thunderbird and other applications all use it. Also, most popular web-based email providers like Gmail and Hotmail offer the POP3 download feature, and it's optionally available for Yahoo Mail as well.)
What are the 'real life' advantages?As we've said, email has an enormous impact on our daily lives. So what exactly are the tangible benefits that Email Capture and our other message-management features offer you and your business? Let's take a look.
- Simplicity. Your business may be complex, but the tools to help you run it MUST NOT be. Our user interface is designed to look and feel similar to the most well-known and widely used applications. You can classify emails by dragging and dropping them, or you can sort them by simply clicking on the head of the respective column, etc.
- Time and storage savings. As you know, time is money. And you probably also know that storage costs money. Email Capture enables you to download each message only once, archive it, and access it from multiple machines. Less time. Fewer storage requirements. More savings!
- Access control. Of course, some messages are confidential. With Globodox you can easily control which users can see which messages. Every user will have access only to those messages that are required to perform his or her job, while sensitive data are restricted and protected.
- Linkage between emails. Frequently you may receive email messages that need to be linked to other messages or other documents. Say, for instance, you receive an email approving terms and conditions for a given job and need to link this email to the Word document that specifies those terms and conditions, so you can access both of them with a single click. Normal desktop or webmail clients cannot offer you that feature. But Globodox and Sohodox allow you to do it easily by creating a loose link between those elements. And because it's a loose link, if you delete a document, linked documents will not be deleted.
- Support for multiple POP3 accounts. If you have many email accounts to check-such as info@yourcompany.com or sales@yourcompany.com-you've probably run into annoying problems when trying to locate a particular message. How much time is wasted as you try to remember which account or machine received this message and have to log into each account to search for it. But Email Capture supports multiple POP3 accounts and archives email within Globodox or Sohodox, enabling a single point of access to manage email messages from many different machines and accounts.
- Powerful search features. From time to time you no doubt need to find a particular email, but you can barely remember any details from it. Perhaps you recall the date it was received or that it contained a certain word. Maybe all you remember is part of a client's name. Globodox and Sohodox offer you an extremely powerful search device, enabling you to find email messages using many different criteria and helping you in a highly effective manner.
- Email backup. Last but not least, Email Capture offers a very simple way to backup email messages from all your email accounts.
Again, you will be pleasantly surprised. To set up Email Capture, all you need to do is enter the Email Capture configuration area, add the required information about your email accounts (server name, POP3 server, port, user name and password), and set the field mapping information (destination database, document type to be assigned, frequency of downloads, etc.). That's it! In just minutes you and your business can start to benefit from all the advantages and features of Email Capture.
So let Globodox or Sohodox be your partner in managing email messages. Together we will turn your email into an unbeatable tool for meeting your goals.
