Have you ever been frustrated about the chaos that is your inbox? You’re not alone. Whether you’re the person that is creating hierarchical folders, or creating flags for follow up, or simply trying to remember what is important, or simply reactive and have the attitude that “if it’s important they’ll contact me again.” Dealing with email is inefficient and everyone does it different. No one should ever have to say that their inbox is their document management system, but it happens all the time, which creates major business challenges for audit, discovery and compliance needs that require quick retrieval of relevant information.
I had the opportunity to see the new solution and what really stood out was how easily it meets the need to turn emails into documents. You can read more about the harmon.ie unveiling of their new solution for treating emails as documents on their site. How often people have important emails and attachments and they get lost or buried. With the new harmon.ie app an email quickly becomes a document in SharePoint where it can be turned into a record, a statement of work, or a contract. The reality of business in the digital age is that emails are often indistinguishable from traditional documents and frequently contain work orders, contracts, etc. that are critical to doing business.
Figure 1: Saving your email as a document is as easy as sending the document
The simple outlook add-in extends the experience turning the email environment into an extension to SharePoint. Users spend most of their time in the inbox. That’s often how people get their work done. That’s how we make agreements, create contracts, and gather requirements, as well as do so much of what used to be formal statements of work, contracts, agreements, purchase orders, and customer requests. These interactions with customers not only need to be classified, but ultimately need to be captured. In the modern workplace, email is temporary. We get hundreds of emails a day and can’t spend time digging into folders with thousands of emails looking for contracts.
Figure 2: Email metadata is captured into SharePoint Content types for easy retrieval
Adding the capability to move entire emails intact with seamless document capabilities in SharePoint for search, and then opening them back up in SharePoint is really a brilliant proposal. Your email conversations shouldn’t have to live on as emails once they are documents, but the conversation shouldn’t have to live only in SharePoint either. These conversations and agreements need to be fluid just like conversations are. Capturing the record, capturing the agreement, capturing the moment where a decision is made is where business is made and these need not be lost. Having a solution that creates a single, easily searchable repository of traditional documents and emails is an indispensable tool for workers looking to efficiently do business without needing to work outside the tools they already use daily.
A great way to get started is by checking out their free drag and drop tool for Outlook which connects to Office 365 and SharePoint.
Learn More on Managing Emails in SharePoint on the harmon.ie site.
This product announcement was an arrangement from harmon.ie written by Joel Oleson. It is designed as an announcement for product awareness and not an endorsement. I hope you enjoy it.