Mail-safe's Automatic Indexing

What is Automatic Indexing?

The manual indexing/tagging process can be replaced with Automatic Indexing, which is based on email addresses and/or domain names together with a 'lookup' table. 

Email addresses and domain names are unique and so are organisation's own internal Client Id's, Account Numbers, Project Codes, Client Names etc.  A table is created associating an email address to a Client Id or Account Number, Client Name etc (maximum of six Index fields).  As each email is sent/received an automatic look-up of the table takes place using the email address or domain name, and where a match occurs the indexing data is automatically applied to the email that is stored in Mail-safe's central archive.

Searching and finding emails using Index field data is fast and easy to use from within Outlook and the search results returns both sent and received emails together so that the chronlogical email dialogue can be easily seen.  Index field searching can be combined with Date, From, To, Subject, Message text, Attachment type, CC and BCC searches.

Mail-safe's Connector Framework can automatically access any existing SQL server application that an organisation has.  This means that the user application e.g. CRM, Practice Management System, Accounts Suite etc is automatically kept 'in step' with the Mail-safe lookup table.  

Mail-safe's Automatic Indexing runs in conjunction with Email Archiving, Mail-safe's Indexing product as well as Mail-safe's Connector Framework.

What are the benefits of Automatic Indexing?

• Indexing/tagging is applied automatically with no manual intervention
• No emails are missed or incorrectly indexed
• Indexed emails can be viewed by other members of a Group based on Active Directory or Mail-safe Group settings
• Common filing structure is applied
• Fast, easy to use searching and viewing makes retrieval of emails easy from within Outlook