Implicit Mailroom™
Email Categorization Tool for Microsoft® Outlook®
Overview
Architecture
Manual Categorization
Associating Email with Contacts
Accessing Categorized / Archived Email
Implicit Mailroom is an Email categorization tool for Microsoft Outlook. It enables corporations to
manage their inbound and outbound email by categorizing it to business accounts and archiving it.
Implicit Mailroom uses a Microsoft® SQL server® database to categorize email message to business
accounts such as projects or customer accounts. The tool allows customers to define their own specific
set of parameters that constitute an account for their business. Examples include:
- Project management - Project, project number and client
- Financial applications - Account name, account number and client
- Law firms - Matter, matter ID and client
- Insurance agencies - Policy, policy number and client
- Real Estate - Property, transaction type, client
Email messages can be categorized either manually by users or automatically by the system. Implicit
Mailroom allows users to associate contacts with an account and specify that all incoming or outgoing
messages to and from these contacts are automatically categorized to that account.
Implicit Mailroom is a team collaborative solution. It allows team members to access all email messages
related to the account they working on, no matter which team member sent or received the message. It can
be configured as either workgroup, departmental or enterprise-wide solution.
Implicit Mailroom is an Outlook add-in that utilizes Microsoft SQL server database in the back-end and
Microsoft Exchange. For those customers that do not use Exchange, it provides a configuration that
utilizes a third party product which enables sharing of public folders without the use of Exchange.
Users can categorize received message directly through Outlook's preview pane or by opening
the message. The following example shows the messages opened in the preview pane. The user
enters the first few letters of any of the parameters (project, project ID or client) and the
system will automatically select the project. If there is any ambiguity, e.g. one client has
multiple projects; the user can click on any of the drop-down lists and select the desired project.
Categorization of outgoing email is done directly from the compose email form before the message
is sent as shown in the following screenshot.
Associating Email with Contacts | top |
To use the automatic categorization feature, users can associate a group of contacts with an
account and select to automatically associate any email received from or sent to any of the
contacts with that account. The following screenshot shows an example of a project team that
consists of team members both internally and on the customer side. If "auto-association" is
turned on, the system will automatically associate email messages to/from these contacts with
the selected account. For outgoing mail, if all the email addresses in the TO or CC list match
the same account, the email will be automatically categorized, otherwise if there is any conflict
or ambiguity, the system will not auto-categorize the message and the user will need to categorize
it manually.
Accessing Categorized / Archived Email | top |
Users can access the categorized email through the account form. All received and sent messages
categorized to this particular account are accessible regardless of which team member sent or
received the message.