SUBJECT-BASED E-MAIL ARCHIVING

Archiving single e-mails

Do you want to archive a single e-mail or archive a single e-mail in a subject-based manner? Subject-based means that the e-mail is allocated or attached to an already existing subject or task in the digital archive. If you have, for example, confirmed by e-mail that a customer is permitted to deduct an early payment discount from his invoice even after 60 days, you can ensure with just one click that your e-mail will also be displayed when calling up this invoice from the archive in future. Employees can thus see that other documents or processes have also been archived with the actual outgoing invoice. As a fundamental principle, all documents related to one combined process are archived in chronological order in BvLArchivio.

If you have received an invoice by e-mail, for example, you can archive it with one click. If you are currently viewing an e-mail that you have received or sent, you can click on the BvLArchivio E-Mail Single Plug-in. In the archiving window that opens, select the relevant archive and enter your registry and filing attributes if desired. The registry and filing attributes you enter do not change the actual e-mail. They are saved in the searchable database and are available later on as a query in the archive. The registry and filing attributes that are automatically created by the plug-in in the field above contain all of the attributes of the e-mail itself that can be used to search for it later on in the database. This includes the e-mail addresses of the sender and recipient, the date, time and reference line and also the entire contents of the e-mail itself. In addition, you can specify whether any existing attachments (PDF, Word, Excel) should be processed and read by the OCR function built into BvLArchivio and then subsequently archived as a unique file in BvLArchivio.

You can also use this option later on to search for the contents of an e-mail attachment in the archive without having to know which particular e-mail contained this attachment. These e-mail attachments can also be called up independently, you will not need an e-mail client in the future. As already mentioned, the attachments are additionally saved as separate files in the archive with this option, the original copy of the actual e-mail is saved in the archive and includes all of the attachments. Employees who call up and open the e-mail from the archive later on will be shown the original file. E-mails can thus be accessed years later irrespective of the original recipient who actually received them. You can also answer, forward or simply view this e-mail even years later. BvLArchivio leaves you safe in the knowledge that your e-mails can neither be manipulated nor lost in the flood of e-mails. After you have archived the e-mail, it will be marked in colour so that you can see that you have already archived it.

Archiving multiple e-mails

Do you want to archive multiple e-mails or archive multiple e-mails in a subject-based manner in one process? Subject-based means that you can allocate or attach the e-mail to an already existing subject or task in the digital archive. As a fundamental principle, all documents are archived in chronological order in BvLArchivio.

Click on the BvLArchivio E-Mail Multi Plug-in. In the archiving window that opens, select the desired mailbox or the desired folder that you wish to archive. All of the e-mails contained in the mailbox or folder will be archived. If you repeat the process for this mailbox or folder, any already archived e-mails will not be archived again. Only those e-mails that have been newly added to the mailbox or folder will be archived.

Select the relevant archive and then enter your registry and filing attributes. The registry and filing attributes you enter do not change the actual e-mail. The registry and filing attributes you have entered are saved in the searchable database and are available later on as a query in the archive. The registry and filing attributes that are automatically created by the plug-in for every e-mail contain all of the attributes of the e-mail itself that can be used to search for it later on in the database. This includes the e-mail addresses of the sender and recipient, the date, time and reference line and also the entire contents of the e-mail itself. In addition, you can specify whether any existing attachments (PDF, Word, Excel) should be processed and read by the OCR function built into BvLArchivio and then subsequently archived as a unique file in BvLArchivio.

You can also use this option later on to search for the contents of an e-mail attachment in the archive without having to know which particular e-mail contained this attachment. These e-mail attachments can also be called up independently, you will not need an e-mail client in the future. As already mentioned, the attachments are additionally saved as separate files in the archive with this option, the original copy of the actual e-mail is saved in the archive and also always includes all of the corresponding attachments. Employees who call up and open an e-mail from the archive later on will be shown the original file. E-mails can thus be accessed years later irrespective of the original recipient who actually received them. You can also answer, forward or simply view e-mails even years later. BvLArchivio leaves you safe in the knowledge that your e-mails can neither be manipulated nor lost in the flood of e-mails. Once the mailbox or folder has been archived, all of the e-mails will be marked in colour so that you can see that you have already archived them. If you repeat the process for this mailbox or folder, any already archived e-mails will not be archived again. Only those e-mails that have been newly added to the mailbox or folder will be archived.

Calling up e-mails from the archive based on a particular subject

The ability to view one or more specific e-mails about a single subject on the monitor within a few seconds is one of the advantages of BvLArchivio. Naturally, you can search according to the e-mail address or text, in the same way you have become used to in your e-mail program. However, you have significantly more options in BvLArchivio: You can access every e-mail in the archive, irrespective of who originally received or archived it. The search query options are significantly better. You can e.g. also search for e-mail correspondence between two participants. Simply enter both e-mail addresses in the search field for this purpose. You also have the option of narrowing your search even further by adding an additional theme.

For example, you can request that the system only shows you e.g. those e-mails where e-mail address A and e-mail address B are communicating with one another and where the reference line, the e-mail text itself or any available attachments (Word, Excel or PDF) also contain e.g. the theme “employee training”. Naturally, you can also search just for a particular theme without entering e-mail addresses. All of the e-mails about this theme will be displayed, irrespective of whether the theme was mentioned in the e-mail text or in the attachments. If you click on the desired line in the hit list, the e-mail will be downloaded from the archive to your workstation. You can open it with your e-mail program and now directly answer, forward or print it out, view the original attachments or save them to your workstation. The e-mail saved to the archive remains unchanged and is protected against manipulation. Multiple people can call up and view identical e-mails at the same time.