Email is, without doubt, one of the most revolutionary enhancements made to modern communication in the last several decades. Its flow, speed, and functionality for data exchange and document exchange have been a real boon to strengthening both personal and work relationships.
On the other hand, if you cannot organize this powerful tool effectively, it can bring you some troubles too. Still, can you imagine life without email? We certainly can’t. But as the volume of email messages grows exponentially, there is the danger that you will eventually face some serious data management problems, if you are unable to manage emails efficiently.
ITAZ Technologies offers a thoughtfully-designed product that can help you with this challenging task. The product: Sohodox. This Document Management Software product offers highly efficient email archiving capabilities, along with many other powerful features.
Sohodox includes a tool called Email Capture which downloads email messages from any POP3 mail server and automatically adds them to the Sohodox database. Email Capture also automatically extracts key fields (To, From, Subject, Date, etc.) from each email and enters them as indexing information for that particular email in Sohodox, thereby 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, popular web-based email providers like Gmail and Hotmail offer the POP3 download feature, and it is optionally available for Yahoo Mail too.)
As we said, email has an enormous impact on our daily lives. So what exactly are the real benefits that Email Capture and other message-management features from Sohodox offer you and your business? Take a look…
- Simplicity. Your business may be complex, but the tools that help you run it should not be. Our user interface is designed to look and feel similar to the most well-known and widely used applications. You can categorize emails by dragging and dropping them or you can sort them just by clicking on the head of the respective column, etc.
- Time and storage savings. Time is money. And as you know, 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. Greater savings!
- Document access control. Some documents are confidential. You would not want to let others work on them – or even view them. You can save such documents in your private folder. Every user has a private folder which cannot be accessed by anyone else.
- Linkage between emails. Often you may receive emails that need to be linked to other emails or other documents. For instance, you may 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 that you can access both of them with a single click. Normally, desktop or webmail clients would not offer you this feature. But Sohodox allows 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, the linked documents will not be deleted.
- Support for multiple POP3 accounts. If you have multiple email accounts to check-such as [email protected] or [email protected], you’ve probably run into annoying problems when trying to locate a particular email. Just how much time is wasted as you try to recall which account or machine received this email! You need to sign- in to each account separately and search for it. But Email Capture supports multiple POP3 accounts and archives email within Sohodox, giving you a single point of access to manage email messages from many different machines and accounts!
- Powerful search features. From time to time, you need to find a particular email, but you may not recall 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. Sohodox offers 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. Email Capture offers a very simple way to backup email messages from all your email accounts.
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, username and password), and set the field mapping information (destination database, document type to be assigned, frequency of downloads, etc.). That’s all there is to it! Within minutes, you and your business can start benefiting from all the advantages and features of Email Capture.
So let Sohodox partner you in managing email messages. Together, we will turn your email into an unbeatable tool for meeting your goals!