Mailsafe's Automatic Indexing

What is Automatic Indexing?

Mail-safe has a facility whereby emails can be indexed or tagged using up to six index fields.  Each index field can have a drop down list associated with it e.g. Client Identifier or Account Number in Index field one, Client Name in index field two etc.  Emails can be indexed/tagged with Client Id and Name so that searches can be made on these fields together with other types of searches.  Sent and received emails can be searched for and viewed in chronological order, so that email dialogue can be easily viewed.  In the past the indexing/tagging process was a manual process.

This manual indexing/tagging process has been replaced with Automatic Indexing, which is based on email addresses and/or domain names. 

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.  As each email is sent/received an automatic look-up of the table takes place 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 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 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