Archive & Files (8)

Every individual contact has its 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 a 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, and marked as private for other users, notes can be added, can be converted to tasks, and many more. All tools are hidden under the right mouse click (or two-finger trackpad click). All archive items can be linked to folders, to other contacts in SpinOffice, or 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, PDFs, images, spreadsheets) 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 the menu option Extra -> Import -> Files. Confirm the import in the bottom right corner of the application screen. Go to the contact’s archive to see the imported files.  It is possible to import multiple files, but a folder is 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 have already 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 a 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.

Files (Dossiers) are always linked to one or more contacts or yourself. Creating a new file works as follows:  Go to the menu option New -> File or create one directly from a contact by clicking the '+' icon in the file section of the contact widget. An email message can be linked to a file in several ways, both from the Inbox and from a contact’s archive. Here's how it works: Link an email to a file where the desired contact is already linked. Simply drag the email to the file listed on the left side of the contact widget. The email is immediately linked to the selected file. You will see a link icon next to the file, indicating that it is linked. The email message shows a file icon to indicate that it is linked to a file. Click on the file to open it and view all the items it contains. Link an email to another file, where this relationship is not linked. Go to the email message and use the right click. Choose File link. The following screen is displayed. Find the desired relationship where the file you want to link is located or search at the bottom for the desired file. Double-click on this to move it to 'Linked files'. Choose Save. The e-mail message is now linked to the desired file and the message can be found there.

There are many scenarios where you want to link an email to a contact. Link an email from an unknown person to a contact. This item will show a '?' in your Inbox because the sender is unknown. Add this as a new relationship or link this email address to an existing relationship. Add the unknown email address as a new contact: Right-click on the email message and choose Add Contact from the menu that appears. The following window will be displayed. A window will appear where you can enter all the contacts' names and address details. At the bottom, 'Link existing emails to this contact' is checked. Leave it like this. Choose Save. The contact is created, and the email address, including all emails from and to this email address, is saved. Or link the unknown email address to an existing relationship: Right-click on the email message and choose Contact Link from the menu that appears. The following window will be displayed. Find the desired contact. Double-click on the name to move the contact to Linked Contact. At the bottom, you will see 'Also link selected contact(s) to the email address: ....'. When this is checked, all messages from and to this email address will be linked to the linked contact. So this is often desirable to do. Choose Save. Please note: by choosing 'Also link selected contact(s) to the email address: ....', all messages from and to this email address will be saved with the relation. You can always remove the email address of the relation and thereby unlink email messages. Link an email from an existing contact to another contact(s). This concerns an email in your Inbox (or other mail folder or archive) that is already linked to a relationship in the database. You can link this message to any desired relationship in the database as follows: Right-click on the email message and choose Contact Linking from the menu that appears. The following window will be displayed. Find the desired contact(s). Double-click the name to move the relationship to Linked Contacts. Choose Save. The message in question will be saved in the contact's archive. Only this particular message will be linked, not the email address. Linking relationships or emails to files works in the same way. Instead of contact Linking, choose File Linking. Linking relationships to emails and files is a must for building a solid and reliable archive!

Every contact in SpinOffice has its own archive. The archive is the collection box of all correspondence, files, appointments, tasks, memos, etc., linked to the relevant relationship. Within the archive, you can retrieve all information from the past. Communications can be filtered by type, and files can be created to store information. This is all covered in this chapter. 4.1 Screen layout 4.2 Emails and files 4.3 Filtering in an archive 4.4 Right-click menu options 4.5 Import files 4.1 Screen layout The archive is divided into four parts. Below, we explain what can be found where. 1: Contact widget Just like in the contacts screen, you will find the contact widget in the archive, but here on the left. This column shows the name and address and contact details, outstanding tasks, files, etc. This way you can see at a glance what is going on with this contact. The contact widget is therefore different for each contact in the database. Just like from the relationship screen, you can adjust the information or add something. To do this, use the 'hamburger' icon at the top of the contact widget. 2: Correspondence Overview This section shows all items associated with this relationship in chronological order. So all incoming and outgoing emails, attachments, documents, tasks, calendar items, telephone notes, memos, etc. Completed emails and tasks have a checkmark to indicate that this has been completed. All archive items can be opened from here. And if you right-click on an item, you will find many options. These are discussed in section 4.4. 3: Preview section The selected message is shown below the correspondence overview. This changes per item you click. 4: Quick actions From an archive, you can easily email the relevant contact, create a document, or make a note. All these options can be found in the colored header bar. All items that are made naturally end up in the archive. All mentioned options can also be found in the menu. 4.2 Emails and files In the archive, a distinction has been made between where all messages (emails, tasks, appointments, memos, and notes) can be found and all files (attachments, imported files, and documents). The messages are shown by default. Click Files to find all files associated with the contact. See below how to get to all files. Use the search function at the top right to search for the contents of the archive. 4.3 Filtering in Archive In the archive, it is possible to filter only incoming messages or notes. Click on the funnel icon next to Type and choose the desired filter. 4.4 Right-click menu options As indicated at the beginning of this chapter, there are a lot of smart functions available in the archive. Many of these functions are located under the right-click. Most options are self-explanatory, but we will highlight a few. Link to Contact: link the message to every other contact in the database. Link to Folder: link the message or file to a folder of this contact or any folder in the database. Link to Task: link the message to an existing task. So messages can be linked to tasks. This makes a task even more complete! Link to Colleague: link the message to any other user within the database. This can be useful to later find out who was involved. All linked users will receive a notification in their inbox. Convert to Task: turn this message into a new task. The message is attached to the task. The task can of course be found in the Kanban board. View logs: here you can see who did what and when with this message. 4.5 Import files In the archive, go to Files to find the linked files. You can import files in different ways. Drag local files from your desktop, Finder (Mac) / Explorer (Windows) into this archive section to import and therefore directly link to the relevant contact. Or click Import in the top bar and select your file/files. After you import files, they are immediately displayed. Use the right-click on a file for various options. See below⬇️

To make SpinOffice your daily working environment, you need to import all your contact-related files into your database. Create folders to have your files structured and organized. Almost any file can be imported into the application. 8.1 Adding files to a contact 8.2 The file list 8.3 Creating Folders and Subfolders 8.4 Adding items to a folder or subfolder 8.5 The folder list 8.1 Adding files to a contact Via Drag & Drop or the menu option Extra -> Import -> Files, it is possible to add files directly from your local disc to a contact. All uploaded files will be visible in the contact’s archive. This simplifies the transition from previously used CRM applications or other relationship tools to SpinOffice.   8.2 The file list A complete overview of all files added/uploaded and of files received via email is available via the menu item Go To -> File list. A window opens with a complete list of all files in your SpinOffice. At the top of the window, there is the ability to search files based on description, company, or contact. Use right-click on the file item for many more options. For instance to see file properties, to send as an attachment, to export, to print, to see properties, or to convert to PDF. It is not possible to add new files to SpinOffice via the file list. This is only possible via the contact card, the archive, or when in a folder. 8.3 Creating folders and subfolders In this paragraph, we explain how to create folders and what the main benefits of using folders. Folders can be created: From a contact’s archive: go to the archive of the contact for whom you are planning to create a folder and click on the ‘+’ icon in the folder list on the left. Within the inbox: once you receive an email and you want to store it in a folder that is not yet created for that particular contact, you can also create a folder via the ‘+’ icon in the folder list on the left in your inbox.   In both situations, following 'Create new folder' window appears The ‘Folder name’ field is required. Only select one of the folders in the ‘Is subfolder of’ list if applicable. ‘Folder type’ is a way to make easy filters in the folder list based on a folder type. (Define ‘Folder types’ via the menu option Administration -> Folder types)  Click on the save button when finished. The newly created folder will be directly visible in the archive’s folder list on the left, and it will instantly open: It will also be added to your complete folder list. This overview is accessible via the menu item  Go to -> Folder list. To open a folder, click on the folder in the folder list. As mentioned above, the folder will automatically open in a new window. On the next page, we will show you an example of a folder and important tools and icons. All types of files can be added to any folder; email messages, memos, short text messages, tasks, appointments, call reports, etc. Any contact in your database or a colleague can be linked to a folder. It is even possible to send emails from a folder. The message will automatically be stored in this folder. Important icons that play an important role in a folder Link folder:  Manage the contacts and colleagues that are linked to the folder. A newly added contact will also be displayed on the left part of the window. Folder properties:  All folder details can be seen and adjusted here. Time registration:  A Pro feature. Time can be written on a folder, and a timesheet can be exported. Import files: Import files from your local disks. Scan: Scan local files in a snap. Export folder: A Pro feature. A zip file can be made of all the content of the folder. Creating a subfolder works the same way as creating a folder, except that the field ‘Is subfolder of’ should be completed. After your subfolders have been made, it will be shown like this. All folders and subfolders are visible. Main folders can be folded and unfolded via the small unfold icon. Use the right-click on a folder or subfolder to access a small menu where several actions can be taken.      8.4 Adding items to a folder or subfolder First, you have to create folders and subfolders to be able to store archive items in these folders. Once you have done so, the rest is pretty easy: In the inbox or the archive, drag the selected archive item, whether it is an email, a file, a task, a note, or something else by its description, and drop it into the destination folder or subfolder. After you have dropped the item into the folder, the item will show a folder icon to make clear this item is linked to a folder. There will be a link mark shown in the folder list on the left to indicate that the item is linked to this particular folder. In the contact’s archive, you will have the same for the item and the linked folder. Manage the folders for an archive item via the right-click menu item ‘Link to folder’.   8.5 The folder list The folder list (Go To -> Folders) gives an overview of all existing folders. At the top, you can search folders by description or by contact/company. Use the right-click on any folder for more options. Click once on the folder to go to the content. The image above this paragraph shows what this looks like and gives you more information. The folder type list on the left can be adjusted via the administration menu Administration -> Folder types. This is assigned by you as a user when the folder is created, but it is still adjustable via the folder properties.  

Both call reports and memos are smart tools for archiving communication with relations, for internal use or to retrieve information. Call reports and memos are stored in the contact's archive. When working with multiple users, these messages can be linked to other team members. The message will then be sent and placed in the team member’s inbox. 10.1 Inbound and outbound calls 10.2 Memos 10.1 Inbound and outbound calls Nowadays, a lot of communication takes place by phone. It is therefore very important to make call reports of incoming and outgoing phone calls. In SpinOffice, this is very easy. We even created a template for you, already filled with relevant information about your contact. An example of a completed incoming call report: To create a call report, go to the contact card of the relevant contact and click on the ‘Inbound call’ or ‘Outbound call’ icon in the toolbar menu. Relevant contact information is displayed, and there is enough space to add text. Attachments from a local file or one already in SpinOffice can be added, a priority level can be given, and a folder can be linked to the report. Create your customized call report templates via the menu item Administration -> Email templates. 10.2 Memos Create a memo, also via the toolbar menu, to add relevant information that can be useful in the future. Examples of memos are passwords and login details. Attachments can be added to a memo, priority levels can be given, and folders can be linked. All call reports and memos will be stored in the contact's archive.