Communicator module - Working with e-mails

Communicator module - Working with e-mails

This article has been translated by a machine. If you find any errors, we would be grateful if you could report them to us at translation@timesensor.com.

General

This article describes how to work with e-mail boxes that you have integrated into the communicator. Among other things, you will learn how to view, filter, sort, pause, forward or archive e-mail messages.

Overview

The communicator window is divided into three sections.
  1. On the left you will find all the mailboxes to which you have access, each subdivided into individual boxes.
  2. To the right of this is the message list
  3. Then you will find the detail area where the message content is displayed


View, assign, filter, sort and pause messages

The messages received are displayed in the message list. Each message is assigned to a responsible person, which is indicated by their icon. If you edit the mailbox together, you can now assign messages to other persons who have access to the mailbox. By right-clicking on one or a selection of messages, a context menu appears via which you can assign the responsibility:



In the example shown above, the message is assigned to the assistant Erna. As a result, the message automatically appears in Erna's communicator window as 'unread' and with her icon:


If you have a lot of messages in your mailbox, it makes sense to filter the messages. For example, you can set the filter so that you only see your own messages, but not the completed or paused messages. To set up the filter, click on the filter icon while holding down the Alt/Option key. You can now set the desired filtering:

This allows you to keep an overview even if you have a lot of messages. You can switch the filter on and off at any time by clicking on the filter icon:


With the sort menu you can sort your messages according to various criteria in ascending or descending order:

Messages that are not particularly urgent can be paused until a later time by right-clicking. After the selected period of time has elapsed, the message automatically reappears in the inbox as unread.

Assign a message to a mandate

One of the most important functions of the communicator is the assignment of the message to a mandate. For this purpose, a PDF document is generated from the message itself. This document, together with any attachments, is then placed in the archive area of the relevant mandate folder. The message itself remains in the communicator, but the colour coding of the message changes:


Red colour coding: this message is not yet assigned. You should assign or delete this message if it is not worth filing.


Grey colour coding: this message is assigned to an address but not to a mandate. This is the case for messages sent to or received from third parties for which there is no mandate. Nevertheless, you should check whether it would not be more appropriate to place the message in the context of a mandate by making an appropriate assignment.


Green colour coding: this message is assigned to a mandate.

Basically, the communicator already tries to automatically assign a message when it is picked up. For this purpose, the message is searched for a file number. If a file number is found, an assignment is made.
In the context of e-mail messages, file numbers are recognised both in the subject and in the message itself, provided they are each framed by two colons. For example, if the file number is 123-00, the communicator searches for ::123-00::

If no file number is available, timeSensor LEGAL will attempt to assign it by evaluating the e-mail addresses contained in the file. It is your responsibility to check whether the assignment has been made correctly and, if necessary, to make a manual assignment.

You can assign a message by entering a few letters in the Assignment field. The communicator is very tolerant here: you can enter surnames, first names, client names or file numbers. The matching addresses and mandates are immediately displayed in the hit menu. Select the desired entry and press the enter key.



After the assignment, the colour of the message changes to green if you have selected a client. The clients are displayed below the client, as well as the archive division (if available).



Assign several messages to one mandate

To assign several messages to a mandate in one operation, first select the messages and then right-click to search for the desired target mandate via the context menu Assignment:



Working with the status of messages

The use of the message status is particularly suitable for working in a team. You can sort and filter messages according to status. The status is represented by a small coloured icon. A message can have the following statuses:
  1. Message is unread (status icon: blue dot)
  2. Message is read but not yet processed (no status icon)
  3. Message has been read and is being edited (status icon: yellow square with writing pen)
  4. Message is read and done (status icon: green square)

Green status icon and green colour coding: this email is done and assigned to a mandate.


Structuring mailboxes

The communicator structures the available mailboxes into five areas:
  1. Entrance
  2. Drafts
  3. Sent
  4. Wastebasket
  5. Archive
Neu abgerufene Nachrichten legt der Kommunikator entweder in den Bereich Eingang oder in den Bereich Gesendet.
In the case of a mailbox integrated via POP3, a newly retrieved message is recognised as sent if the sender of the message corresponds either to the mail address of the archive mailbox or to the mail address of the stored primary mailbox.

Entrance
In the inbox you will find all the messages received in the mailbox. Unread messages are automatically marked with the status icon "blue dot".
Drafts
In this area you will find the new messages you have created that have not yet been sent. As soon as a message has been sent, it automatically moves to the "Sent" area.
Sent
In this area you will find the messages you have sent. These are messages that you have either sent from the communicator or that have been sent from your primary mailbox.  Unread messages are automatically marked with the status icon "blue dot".
Wastebasket
If you delete a message, it is first moved to the recycle bin. If you then delete the message in the recycle bin again, the message is permanently deleted. 
Deleting a message in the communicator window does not affect any documents that may already be in the document archive.
Archive
In this area you can move messages that have been completed but that you want to keep. It is up to you whether you move completed messages (i.e. messages that have already been assigned to a mandate and for which there is nothing more to do) to the archive or whether you move them straight to the wastepaper basket. As mentioned, when deleting messages, the already archived documents remain.
We recommend keeping the completed/assigned messages in the archive for a certain period of time and regularly, e.g. once a year, sweeping out the old messages from the archive so that the flood of data does not increase immeasurably. Remember: each message exists several times! On the one hand, the message is still present in your normal email inbox (Outlook/Apple Mail), on the other hand, the message is stored in the document archive by being assigned to a dossier (both as a PDF and as an email file). The message in the communicator can thus be deleted without any problem; the communicator is merely a pass-through station for your messages.






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