Auto Archiving (5)

Every individual contact has its own personal archive, which is hidden behind the contact card, This archive gives a chronological overview of all correspondence with corresponding contact. Thus all emails, attachments, open and finished tasks, notes, quotes, invoices and other files are automatically stored in this personal archive, which is in recognizable Outlook-style. When there is an incoming email in your inbox, it will automatically be linked to the contact and also stored in his/her archive. On the left side of the screen all communication is categorized and therefore easy to find. In a contact’s archive, all items can be highlighted, marked as private for other users, notes can be added, can be converted to task and many more. All tools are hidden under the right mouse click (or two fingers trackpad click). All archive items can be linked to folders, to other contacts in SpinOffice or to all other database users.

Yes, of course! Based on the email address, incoming messages are automatically linked to the proper contact in the database. You can then finish or delete the messages in your inbox. When finished, the message will disappear from your inbox and the mail will still be visible in the contact's archive. When deleted, the message disappears from your inbox and ends up in the trash. The message cannot be found in the contact's archive. We discuss this in more detail in Chapter 6. The Inbox of the manual. Even when you configure your email (with IMAP) in SpinOffice for the first time, all incoming emails, sent items and trash folder items will be brought in and will also be linked. Unknown email addresses show a question mark icon. Use right click to open the menu and choose 'Add contact' to add this email address together with the correct name and address details directly as a new contact to SpinOffice. We also explain this in Chapter 6. 

On various spots within the application it is possible to import files and to connect them to a contact in order to build up a file.   Import local files (e.g. documents, Pdf’s, images, spreadsheets) in order to connect them to contacts: Go to the contact card of the person you would like to import files for. Drag & drop local files from your desktop / Finder into the contact card or archive screen in SpinOffice. Instead of the drag & drop option you can also go to menu option Extra -> Import -> Files. Confirm the import in right bottom corner of the application screen. Go to the contact’s archive to see the imported files.  It is possible to import multiple files, a folder is unfortunately not yet possible. Attach files to a new email via drag & drop too. Once you’ve send the email, the files are automatically imported and linked to the contact card of the specified contact.   And it’s also possible to drag & drop imported files into folders that you already have created in the database. How to do this? First you need to build up a folder structure for the contact. Create a folder via the ‘+’ in the contact’s archive. All created folders (linked to contacts) are listed in the left list bar section of the contact’s archive. Import files via the steps mentioned above. Pick the imported file by its subject and drag it into any folder you want. Use double click on the folder to view the complete content. In the inbox the same drag & drop option is possible once there are folders for that particular contact.

In your inbox: Use the right mouse click (or two fingers trackpad click) on an incoming email message and choose ‘Contact link’ in the appearing menu. A popup will appear where any contact in SpinOffice can be searched (based on company name or contact name) and can be linked and unlinked to this individual message. The message will appear in every archive in which the message is linked to. And when you check ‘Also link the email address’ in popup, the email address will also be added to contact card of all linked contacts.   In a contact's archive: The same can be done. Use the right mouse click (or two fingers trackpad click) on an archive item and choose ‘Contact link’ in appearing menu. Same popup will appear, with the linked contact already mentioned on the right.   Linking contacts or emails to folders works the same. Instead of ‘Contact link’ you select ‘Folder link’. Linking contacts to emails and folders is a must do to build up a solid and reliable archive!  

All kind of information can be added to folders. Examples of common used folders are service, support, sales, tenders, projects, visits, invoices. Folders are always linked to one or multiple contacts. First thing to do is, creating a new folder: menu item New -> Folder or directly in a contact’s archive, by clicking on the ‘+’ button in the left folder section. Beware that if a new folder is created, it belongs to the contact that is currently on your screen!   A folder link can be made in several ways: In your inbox: via right click (two fingers trackpad click) when on the message and select ‘Folder link’. All created folders for this contact are mentioned and can be linked and unlinked via the arrows in the center of this screen. Or drag and drop the message directly to a destination folder in the left folder section. In your archive: via right click (two fingers trackpad click) when on the message and select ‘Folder link’. All created folders for this contact are mentioned and can be linked and unlinked via the blue and red arrow. Or drag and drop the message directly to a destination folder in the left folder section. Watch this tutorial in which we explain how to create and to use folders in SpinOffice in order to organize your archive and to save time retrieving information.