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Email Filing

Introduction to email filing

Knowledgemill makes it easy for teams to share emails and documents, turning unstructured data from individuals’ mailboxes into shared assets that teams can collaborate on.

Knowledgemill integrates seamlessly into Outlook, allowing users to access all the information they need without having to switch out of their primary productivity application. Email filing fits smoothly into user’s working practices and quickly becomes second nature due to the degree of automation built into the system.

Key email filing features

  • Automated filing
    Once one email in a conversation is filed all subsequent emails in the same conversation are filed automatically.
  • Suggested filing
    Knowledgemill will analyse the recipients, subject and contents of unfiled emails to suggest, with a high degree of accuracy, where the message should be filed.
  • Cross mailbox filing
    If one Knowledgemill user files a message then the email is automatically marked as filed for all other recipients in Outlook.
  • De-duplication
    Knowledgemill stores one copy of every filed message, even if multiple users file it. This reduces clutter when retrieving information and requires less storage.
  • Folder synchronisation
    Associate an Outlook folder with a Knowledgemill folder, so any email moved into the Outlook folder, manually or via a mailbox rule, is filed automatically.
  • Delegated filing
    A user with delegated access to another user’s email in Outlook can also file email into Knowledgemill on behalf of that user.
  • Mailbox clean-up
    Flexible policy based model that allows you to removed filed messages from users’ mailboxes after a defined period of time, thus reducing the size of their mailbox.

Key email retrieval features

  • Shared view
    Anyone with permissions to see a Knowledgemill folder will see all the email that was filed into it.
  • Rich preview
    Rapidly view the contents of filed emails and attachments without having to open them.
  • Attachments view
    Quickly see a list of all the email attachments in a Knowledgemill Folder and locate the item you are looking for without having to trawl through large numbers of emails.
  • Filtering
    Filter down a large set of email to home in on the content you are looking for. In one click see “just my email”, “just internal email” or filter by recipients, domains or internal users.
  • Folder synchronisation
    Associate an Outlook folder with a Knowledgemill folder, so any email moved into the Outlook folder, manually or via a mailbox rule, is filed automatically.
  • Powerful search
    Search on metadata, full email text and the contents of attachments to find what you are looking for.
  • Folder lookup
    Find a folder in seconds and immediately have access to all the content that was filed to it.
Knowledgemill Limited
3rd Floor, Maya House
134-138 Borough High Street
London SE1 1LB
United Kingdom
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