Leveraging Email for Effective Business Use

for Afinety by our valued business partner, Autonomy

The Email Challenge

Every firm struggles with the volume of email that flows through the organization on a daily basis. Managing correspondence related to business activities has become an increasing challenge. Professionals do not have the time or the luxury to file emails diligently, yet the failure to do so leaves the firm at risk of lost information, regulatory noncompliance, and e-discovery challenges. To manage both email and risk effectively, firms need a quick and easy way to capture communications when they occur. To ensure full user adoption by busy professionals, the system must be intelligent enough to adapt and learn from their email filing habits so they are not burdened with repeated operations.

Harnessing the Business Value of Email

To manage information and risk while optimizing productivity, organizations need a single system that unifies all critical business content and email correspondence into easily searchable engagement or client specific workspaces or folders, while still working within the familiar framework of already existing business applications. Using Autonomy WorkSite, organizations can manage all business documents and email in a digital file, making them accessible from any access point, including desktops and laptops, the internet, and mobile devices. Rather than relying on email to store, share, and iterate versions of documents, Autonomy provides a common location for documents and email that mitigates the risks associated with sending an out-of-date or incorrect version of a document. 

WorkSite Email Management Module

Autonomy iManage Email Management for Outlook provides simple yet powerful email management capabilities from within the messaging environment, extending the capabilities of native Exchange.  By making it easy to capture, organize, and search business-critical communications from within the familiar Outlook environments, Email Management facilitates quick user adoption and provides a consistent metaphor to deal with the management of documents as well as email.  The comprehensive information management solution enables organizations to effectively maintain their electronic business communications and share valuable knowledge amongst distributed project teams.

  

Key Features

Filing Toolbar.  The filing toolbar provides easy access to the entire WorkSite repository for filing email, managing attachments and applying security.  The toolbar is powered by IDOL for fast access to workspaces using a combination of full text and metadata searches.

Suggested Filing.  WorkSite offers suggested filing locations for unfiled email based on previous filing activity.  Suggested locations simplify the filing process down to as little as a single click.  The most recent filing locations are also referenced for quick access to previous filing locations.

Inbox Folder Synchronization.  Emails filed within inbox folders are automatically filed into a corresponding WorkSite folder.  Users continue to file to their preferred inbox folders from any Exchange client  - OWA, Outlook, BlackBerry, iPhone, etc. - and a copy is automatically routed to the corresponding WorkSite folder for preservation in the official matter file.

Attachment Management.  Select and attach documents from the repository directly to outgoing emails.  Inbound Attachments can be detached from the source message and filed separately into WorkSite to facilitate document editing and iterative versioning.

Automatic Filing.  Emails and documents automatically inherit the security rules and metadata of the engagement folder they are dropped into, eliminating the need for lengthy profile forms, and enabling a path to enforce compliance and records retention rules. Messages equipped with a WorkSite luggage tag are automatically filed with no user interaction.

Server based filing.  The WorkSite Communications Server delivers fast email filing performance and keeps the mail client free to respond to the next task.  Intuitive mail icons provide the user with the status of the filing activity.

Duplicate prevention. Intelligent duplicate detection ensures that a single copy of the email is filed and profiled, reducing storage requirements and confusion caused by multiple or outdated versions.

Marked as Filed.   Icons for filed emails are clearly marked within the mailbox for all recipients. 

Mobile and Offline Access.  iManage WorkSite allows users to file email and access filed email email from their mobile devices, from web mail interfaces, and while offline via OffSite.,

Native Message format. Emails are stored in native Outlook or Lotus Notes format; they can be selected from within WorkSite, brought up in native format  and then Replied or Forwarded. 

For more information on WorkSite Email Management, please visit: http://protect.autonomy.com/products/legal/worksite/email-management/index.htm