Mail Manager - Local Authorities

Mail Manager - Local Authorities Benefits

  1. Save staff time and effort - make filing and finding emails quick and easy even when offline
  2. Reduce storage space whilst minimising network traffic and the need to print emails in hard copy
  3. Increased efficiency with improved communication and collaboration

About This Software

With tighter budgets and employee cut backs, it's more important than ever to ensure your employees are working with optimum efficiency.Improving flexibility, collaboration and communication allows for increased productivity, saving hours every day on searching, filing and sharing emails. Oasys Mail Manager is a simple Outlook plug-in, which is used by numerous Local Authorities Nationwide to get the most out of employees, ensuring time is not wasted on poor email management.

 

Departmental Benefits

  • Shared email locations: When working on complex projects with a high amount of correspondence from numerous parties, emails can be picked up by the whole team. This ensures that when employees are on holiday, working part time or even through sickness, colleagues can easily find emails and continue to progress with any project.
  • Related documents can be filed in one place: Employees within a department can set up filing locations, which allow all colleagues to file related emails (e.g. complaints, claims and applications). This ensures that if an employee leaves the company, these documents can be identified and accessed with ease, ensuring limited disruption with any departmental changes
  • Supports mobile office workers: For employees working from home or in alternative locations, messages can be filed and searched when disconnected from the office network.
  • Mobile and tablet compatibility: Mail Manager works on both mobiles and tablets, allowing messages to be touched once and filed the instant they have been read (incoming) or sent (outgoing).
  • Customisable: You are able to customise the welcome page to include local authority logo, company standards or even individual departmental identities. 
  • Legislation: Mail Manager aids compliance with QA processes and data retention legislation
  • Formatting: Mail Manager prompts staff to file emails as they work, and with centrally administered filing configurations, every PC adheres to the same filing location. 

Employee Benefits

  • Little or no training required: Mail Manager is a simple Outlook plug-in, which requires very minimal training - if any. 
  • Learns as you file: Mail Manager adapts to individual users, giving a customised shortlist of suggested filing locations based on previous behavior. This saves time when looking for locations to save important emails and attachments.
  • Email Searching: The search tool is extremely fast and intuitive, searching thousands of emails within seconds. When searching for an email, Mail Manager searches the subject line and even content of the email highlighting keyword matches from your search. The ranking column shows just how relevant each email is allowing you to easily identify the email you're searching for - and others relevant to the search.
  • Offline filing: When working away from the office, Mail Manager allows you to continue to file messages when disconnected from the network. Mail Manager sets the messages as pending and once reconnected to the network files the messages via a background process.
  • Efficient working with colleagues: Shared filing locations within teams means that once an email has been received and filed (and alternatively sent and filed) you can access your colleagues' emails immediately, which is great when colleagues are working from remote locations or absent from work.
  • Screen shots: The snap 'n' send function allows you to 'snap' a section of your screen, add any notations and 'send' via email as a converted PDF.

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Quick Overview

With tighter budgets and employee cut backs, it's more important than ever to ensure your employees are working with optimum efficiency.Improving flexibility, collaboration and communication allows for increased productivity, saving hours every day on searching, filing and sharing emails. Oasys Mail Manager is a simple Outlook plug-in, which is used by numerous Local Authorities Nationwide to get the most out of employees, ensuring time is not wasted on poor email management.

Features

General

  • Supports Microsoft Outlook 2007 32-bit version or Outlook 2010 32-bit and 64-bit versions
  • Supports Windows 8 (32-bit and 64-bit), Windows 7 (32-bit and 64-bit), Windows Vista (32-bit and 64-bit), Windows XP (32-bit and 64-bit)
  • Supports Microsoft Office 2013

Administration

  • Manager user filing and search locations
  • Manager user preferences
    • Filing defaults
    • Filing location types
    • Items to file
    • File names
  • MSI configuration tool

Filing

  • File messages from Microsoft Outlook to network file servers, and SharePoint.
  • File messages from mobile devices (via Drop folders)
  • Drag and drop to file
  • Batch file
  • Delete message after filing
  • Prompt to file sent messages
  • Suggest filing locations
  • Manage attachments
  • Check for missing attachments
  • Send links to filed messages
  • Send task requests when filing
  • Mark messages as reviewed
  • Edit subject
  • Add comments to messages

Filing locations tool

  • Collections (a file containing filing locations that can be shared with other users)
  • Move/rename/remove a collection
  • Load/unload a collection
  • Add single or multiple locations
  • Drag'n drop to add locations
  • Cut/copy/paste/delete locations
  • Open the location folder
  • Location usage i.e. file and search or search only
  • Select description from folder names
  • Add a suffix or prefix to a description
  • Edit description
  • Edit path
  • Toggle between using UNC or Drive for the path
  • Show missing locations
  • Show new/modified locations
  • Support for SharePoint locations

Search

  • Search for messages (.msg & .eml) on Network file servers.
  • Message preview
  • Print from preview
  • Social map (displays the results graphically showing the different relationships)
  • Date range
  • Grouping (by selected column)
  • Customise results pane
  • Export results list
  • Add/Edit comments
  • Copy message to clipboard
  • Copy or move to another location
  • Delete message
  • Explore filing location
  • Email a link to a message
  • Standard query fields
    • Location
    • Subject
    • Body
    • From
    • To
    • Cc
    • Between
    • Contains attachments
    • Attachment name
    • Message filename
    • Message size
    • Comments
  • Advanced search terms include:
    • Full terms (words and phrases surrounded by double quotes)
    • Particular fields e.g. Categories
    • Wildcard searches
    • Fuzzy searches (searching for a term similar in spelling)
    • Proximity searches (finding words that are a within a specific number of words away from each other)
    • Boosting a term (increase ranking of a term)
    • Boolean operators (AND, "+", OR, NOT and "-")
    • Supports escaping special characters i.e. + - && || ! ( ) { } [ ] ^ " ~ * ? : \
    • Date Fields (when specifying date queries e.g. today)

Snap'n'Send

  • Capture screen image
  • Export image to a file
  • Email image as a PDF file
  • Copy image to clipboard
  • Mark-up tools
    • Lines
    • Arrow
    • Rectangle
    • Circle/ellipse
    • Cloud
    • Highlight areas
  • Text tools
    • Rectangular text boxes
    • Elliptical text boxes
    • Callout text boxes
  • Add author information
  • Supports multiple canvases
  • Reuse previous snaps and mark-ups
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Which type?

Standalone Licences
Locked to an individual machine but transferrable by the user to another machine.

Shared Licences (equivalent to Network)
Shared Licences can be activated on any number of machines, however you can only concurrently use the number of licences that you have purchased.

Virtual System Licence
Users running on a virtual system (Citrix, terminal server etc) will need to use this type of licence.

$181.25

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$181.25