(This post is the first of a two-part series on managing email using small business document management software.)
Mentally picture an email and then a document. Do you see two different types of communication in your mind? If yes, then relax – you are like most people. The common perception about email is that it is not a document. Few people ever think of an email message as a document. And yet they do acknowledge its attachments as documents. The fact is, an email message too is a type of document.
Then why manage email any differently?
Small business document management software typically helps you manage all types of files – be they images, Word documents, spreadsheets, presentations… But when it comes to email, it is natural to doubt whether you can archive (store for a long term) manage it just like other documents. If email too is a document, it must be managed just like other documents; e.g. invoices, agreements, checks, letters etc. Sohodox is one solution that actually helps you import and manage email messages as well as their attachments just like other documents by using the same features to manage them within the same document database.
Here are 2 ways to get email into Sohodox…
- Automatic email capture: This is a wonderful way of importing email into Sohodox and archiving it. You can configure the software to automatically import email messages and attachments from POP3 servers. On importing the email, Sohodox will automatically separate the message from its attachments and store them as distinct documents by themselves. This makes even attachments searchable independently of their message. Not only this, the software will automatically link each imported message with its respective attachments so you can quickly switch to them for reference.
- Drag and drop: In case you do not have access to a POP3 server, you can even drag and drop email into Sohodox. It allows you to drag and drop email messages as well as email attachments from Microsoft Outlook, Microsoft Outlook Express and Thunderbird 9.x. You can drop them on to a folder (or a document type or a tag) of your choice in Sohodox. If the imported email message contains any attachment, it will not get saved as a separate document. You will, however, be able to open the attachment from the message and view it in its associated application. Also, you can print the email message or fax it from within the Sohodox interface.
In this first part, we learned the two ways of importing email into Sohodox, before you can start managing it. In the next post, we’ll look at how it is better to use small business document management software to manage email, rather than use a separate email program. We will also see how you can use Sohodox to send documents via email.
Meanwhile, why not download a Free Trial of Sohodox!