How to identify emails that have been copied to NetDocuments

By standss · Comments ( 0 ) Monday, October 30th, 2017

How can you be sure that an email has been copied from Outlook to NetDocuments? We added two features to MailSync for NetDocuments and Outlook to give you this information quickly.

MailSync for NetDocuments and Outlook allows users to map Outlook folders to NetDocuments workspaces. This means that any emails you move to folders you have created in Outlook will automatically be copied and profiled correctly in NetDocuments.

You don’t need to do anything extra to copy the email over to NetDocuments.

Click here to see how you can map Outlook folders to NetDocuments so that emails are copied over automatically.

Users requested for a way to quickly identify if an email has been copied to NetDocuments. We gave them two.

Once an email is copied over, MailSync adds the category MailSynced to NetDocuments to it. The category is displayed as a purple tag to the email and is easy to spot at a glance.
NetDocuments
This feature can be turned off from the settings screen if you want.

You can also go the folder where the email is filed, right click on the email (in the list of emails) and click MailSync Where Filed?. MailSync will display a small prompt similar to the following.
NetDocuments
This not only confirms that the email has been filed, but also where in NetDocuments you can find it.

We thank our users for their constant stream of ideas that allow us to help solve your problems. We trust that you fill find these feature useful too (and if your own suggestions, please contact us at support@standss.com).

If your firm is using NetDocuments and you need an easy way to get emails from Outlook to NetDocuments, download a trial of MailSync for NetDocuments and Outlook today.

Categories : MailSync For NetDocuments, NetDocuments Comments ( 0 )

Which Outlook folders are syncing over to NetDocuments?

By standss · Comments ( 0 ) Tuesday, October 17th, 2017

Many NetDocuments users are now using MailSync to copy their emails from Outlook to NetDocuments using drag and drop. MailSync maps Outlook folders to NetDocuments so that any emails moved into mapped Outlook folders are automatically copied over to the correct place in NetDocuments.

Find out how Outlook users are able to copy emails to NetDocuments using drag and drop

Based on user feedback, we added several features to MailSync so that users can know easily if they are saving emails to an Outlook folder that is synced over to NetDocuments.

Outlook displays a list of folders to on the left hand side of the Outlook window. How those folders are displayed depends on what view you choose.

(nd) in the Email View

MailSync

In the Email View (which is the default for emails), you see a list of folder names. There is no folder image displayed beside the names.

In this view, we have added (nd) to end of folders that are mapped to NetDocuments.

This feature can be turned off if required (or you can use your own choice of characters to add instead of nd).

Blue and Red folders in the Folder View
MailSync

If you change to folder view, the mapped folders are even easier to see.

The mapped folders have either Red or Blue folders displayed instead of the normal yellow Outlook folders.

Blue folders indicate that the emails will be copied over so that all users (with permission) can see them in Outlook while Red folders indicate that you have chosen to sync emails over privately (so that only you can see them in NetDocuments.

Why?

This feature was not in our originally specifications for MailSync. However after one of our initial deployments (to 650 users), users told us they needed to quickly know if they were using folders that were mapped already.

In our 15+ experience serving Outlook users in firms of all sizes we have learnt that users know best!

We trust that you fill find this feature useful too (and if your own suggestions, please contact us at support@standss.com).

If your firm is using NetDocuments and you need an easy way to get emails from Outlook to NetDocuments, download a trial of MailSync for NetDocuments and Outlook today.

Categories : MailSync For NetDocuments, NetDocuments Comments ( 0 )

QuickFile for Outlook Update for Usability (& NetDocuments)

By standss · Comments ( 0 ) Tuesday, September 26th, 2017

QuickFile for Outlook has been updated with two important tweaks that make filing and managing emails in Outlook even easier. Both these updates are based on user suggestions.

Find out why QuickFile for Outlook is used by thousands of firms for filing, finding and organizing emails.

#1 Sticky Columns Widths

The QuickFile (and Find & Goto Folder) screen shows you folder names and the paths of folders as shown below.
QuickFile For Outlook
It has always been possible to see more or less by dragging to increase or decrease the size of the column on the screen but…

A user with longer folder names requested that the column widths be sticky i.e. QuickFile remember the column width from the last time i.e. when the QuickFile screen opens, the column widths automatically resize to what you set them to the last time instead of going back to the default widths.

This has been implemented in the new version and feedback has been very positive.

And in case you want to go back to default column widths, simply right click on the screen and click Reset Column Size.

#2 Icons to indicate mapped NetDocuments folders

Many QuickFile for Outlook users are also users of the NetDocuments document management system.

We created MailSync for NetDocuments and Outlook to allow them to continue to file emails into Outlook and still have the emails copied over to NetDocuments.

The new version of QuickFile clearly shows which of your Outlook folders are mapped up to NetDocuments using MailSync (emails in mapped folders are automatically profiled and copies over to the correct workspace in NetDocuments).

You can see this in the screenshot above where the BLUE and RED folders are mapped back to NetDocuments (the RED folders are mapped privately so that only you can see the emails in NetDocuments).

This is a free update for existing users of QuickFile Version 5.x. Simply download and install the trial version and it will automatically use your existing license information from the computer.

And if you haven’t tried QuickFile yet, you can download 30 day trial of QuickFile for Outlook to see how you can file 90% of inbox emails at the click of one button, and send and file outgoing emails in one step.

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