Advantages of storing email attachments separately in Globodox

Did you know that you can configure Globodox to store email messages and their attachments separately? Yes, that’s true! We have added this capability to Globodox with effect from version 7.3. So now if an email message has one or more attachments, you can set up Globodox to store each attachment as a separate document in itself. The attachments and their corresponding email will automatically get linked to each other.

How does this help?

To understand this, let’s use an example:

Janet works in the HR department. She regularly receives employee appraisal forms from Tim as email attachments. Janet needs to review the forms before she processes the employees’ incentives. The new feature allows her to configure Globodox at her end to capture and automatically store the email message as well as the attached appraisal forms as separate documents. This allows Janet to immediately see and work on any new appraisal forms which get added to Globodox.

Also, Globodox will automatically create a link between the email message as well as the attached documents. So while browsing through the appraisal forms, Janet can easily refer to the email message to which the forms were attached. All she needs to do is to click the link to the email message.

In case she does not need to refer to the email message, she can directly access the attachment. That’s because now it is stored like any other document with its own document type, tags and maybe even a folder different from the email message.

Here are the advantages of storing email attachments separately:

  • You can choose to share with specific users only the email messages but not their attachments. Or it could be the other way round.
  • The attachments can be checked-out as draft documents under review, for the purpose of editing.
  • They can then be put through an approval process, using the workflow designer.
  • Separate audit trails can be kept for the email message as well as the attachments as both are stored as separate documents. Or you can choose to keep an audit trail for either the email or its attachment, as per your need.

All this means better management of documents that come through email messages. Click here to learn how to configure Globodox to store attachments as separate documents (scroll down to the “How-To’s” section Import email attachments as separate documents and click it).

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