The archive gives an overview of all correspondence with a contact. All emails, tenders, attachments, tasks, files and (telephone) notes are clearly displayed on this screen in a recognizable Outlook-style. All communication in the archive can be linked to folders. More about this later in the next paragraph.
4.1 Screen layout
The archive is divided into 4 parts. Below we explain what information can be found where.
Part 1: Correspondence overview
In this overview all communication with this contact is shown, in chronological order. So, all sent and received messages, attachments, documents, outstanding and finished tasks, agenda items, call reports, notes, etc., related to this contact will automatically be stored here. If you right-click on an individual archive item a menu appears with a number of options. We’ll discuss these in paragraph 4.2.
Use Drag & drop of local files from your desktop or Finder into this part to instantly import them into SpinOffice and to link them to the specific contact.
Part 2: Preview of selected correspondence
Beneath the overview you see the preview presented the way you are used to in any email application. The first part of the email content is shown, with a scroll to see all.
Part 3: The list bar
The list bar in the top left corner consists of two elements:
- Folder overview: all existing folders for the present contact are shown. Create folders via the ‘+’ icon and drag and drop archive items to folders. More information about creating folders and their uses will be discussed in chapter 8.
- Communication overview by item type: all archive items will be assigned a type. This makes it easy to see all items of the same type.
Via menu item Administration -> CRM preferences -> CRM part you can determine which of the two should initially be shown unfolded in the archive.
Part 4: Contact information
In the left bottom left corner you will see a small summary of the contact’s information. This way you can always check if you are in the correct archive.
4.2 Archive menu items under right-click
- linked to a folder, another contact or a colleague when using SpinOffice with multiple users
- marked as unread
- highlighted in yellow
- printed or deleted
- converted to task (including reminder!)
- marked as private
- notes can be added
- versions can be seen
- all documents in the archive can be converted to PDF
4.3 Drag & Drop option in the archive
On various spots within the application this smart feature is implemented.
4.3.1 Drag & Drop archive items into folders
All created folders (linked to this particular contact) are listed in the left list bar section. To add an archive item to a folder, drag the item by its subject and drop it into any folder you want. Use double click on the folder to view the complete content.
In the inbox the same folders are shown and the same drag & drop option is possible. In chapter 8 we discuss this and in general the benefits of using folders.
4.3.2 Drag & Drop local files to import into the archive
Use Drag & Drop of local files from your desktop or Finder into the archive screen to instantly import them into SpinOffice and to link them to the specific contact. Multiple files is possible but a folder is unfortunately not yet an option.