Tagging/saving emails/attachments to/from different accounts same folder
February 27, 2023 5:43 AM
When I worked at a law firm, we used a practice management software named Clio that had an Outlook plug-in that allowed us to tag emails with a matter and it would save all the emails and attachments to the matter in Clio. Now I work at a trucking company and would like to find something similar for tagging emails with load numbers and having everything related to each load saved to the same place.
This is for different people using different email addresses and not everyone receives a copy of every email, so we can't just use the built-in tagging features because ALL the emails and attachments relating to the load should be saved together regardless of whose emails they are.
We currently save copies of attachments to Google Drive folders for each load but the emails are still scattered across 5 different email accounts.
The idea is to get everything into the same folder instead of having to track down who was sent what email and ask them to forward a copy.
Once a conversation is tagged with a load number, the plug-in should continue to save everything from that same conversation to that load folder.
There's about 20 new loads per day but since each one takes multiple days to book, schedule, dispatch, deliver, bill, and collect payment, we're actively corresponding about 100+ loads every day.
Suggestions? Thanks!
This is for different people using different email addresses and not everyone receives a copy of every email, so we can't just use the built-in tagging features because ALL the emails and attachments relating to the load should be saved together regardless of whose emails they are.
We currently save copies of attachments to Google Drive folders for each load but the emails are still scattered across 5 different email accounts.
The idea is to get everything into the same folder instead of having to track down who was sent what email and ask them to forward a copy.
Once a conversation is tagged with a load number, the plug-in should continue to save everything from that same conversation to that load folder.
There's about 20 new loads per day but since each one takes multiple days to book, schedule, dispatch, deliver, bill, and collect payment, we're actively corresponding about 100+ loads every day.
Suggestions? Thanks!
Email filing system is probably your search term.
How much are you willing to pay? Many such systems are targeted at law firms with the corresponding expense.
posted by lookoutbelow at 7:55 AM on February 27, 2023
How much are you willing to pay? Many such systems are targeted at law firms with the corresponding expense.
posted by lookoutbelow at 7:55 AM on February 27, 2023
We (legal team) use iManage. It has a similar tagging system and definitely connects with desktop Outlook and a Google search suggests it might possibly work with Gmail. I’ve never tried using it with the web version of Outlook. (iManage itself is available in a web version but I don’t know how to file emails from the web version of Outlook)
posted by cranberrymonger at 4:43 PM on February 27, 2023
posted by cranberrymonger at 4:43 PM on February 27, 2023
If you want a purely server-side solution, I use cloudHQ tools to manage data sharing tasks like that. For example, I use CloudHQ to save all emails in a "receipts" folder to Google Drive as a pdf. There is also a "Gmail Label Sharing" feature that syncs emails between several accounts.
If you want a visual tool, another keyword to look into are "shared inbox" solutions. A best-practice for this kind of communication is to use a single email inbox (and auto-forward from the several previous personal ones) and then use assignments inside the tool to track response ownership. Examples:
- https://www.dragapp.com/
- https://hiverhq.com/shared-inbox
- https://gmelius.com/
posted by QuixoticGambit at 9:14 PM on February 27, 2023
If you want a visual tool, another keyword to look into are "shared inbox" solutions. A best-practice for this kind of communication is to use a single email inbox (and auto-forward from the several previous personal ones) and then use assignments inside the tool to track response ownership. Examples:
- https://www.dragapp.com/
- https://hiverhq.com/shared-inbox
- https://gmelius.com/
posted by QuixoticGambit at 9:14 PM on February 27, 2023
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So something we could use across all three (Outlook, Gmail app, Gmail web) would be best.
We currently use Gmail as our email host but with our own domain name so we could possibly move to a different email host if it has to be done via the server.
posted by Jacqueline at 5:53 AM on February 27, 2023