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End Users

Email has become a valuable asset - End users are often frustrated by email systems. Essentially, end users want to use email to do their job.

End users generally have the following requirements for email and email systems:

  • Access to information they need - users need efficient access to the information they are entitled to see, and they need to have ways of sharing information with other people.
  • Break out of filing and folders.
  • Keep everything - many users want to keep all email, “just in case” it is required in the future. Existing systems make this difficult to do, as storage gets used, personal archives get created, and there is no easy way of finding the information.
  • Easy to use – users want a system that is familiar and easy to use, that doesn’t require a lot of time and effort to learn.

3 top email issues affecting the End User

  1. It is difficult to find email and productivity is impacted as they spend time trying to locate the information they want.
  2. Users want to keep all email in case they need them in future, but mail quotas and disk space make this difficult. Email ends up being stored in PST files, and often in multiple locations, compounding the issue. Sometimes users resort to deleting messages, to free up space so they can do their jobs and valuable knowledge can be inadvertently deleted.
  3. If users aren’t sent an email message, it’s difficult to provide access to that information. If users leave an organization, the only way of sharing the knowledge is to provide access to the entire mailbox. This can result in gaps in knowledge when staff turns over.

How can Capitalhead help the End User?

We address the above issues affecting the end user and delivers a broad set of features that ensure they can get the most out of email.  

Our system gives end users the assurance that their key needs, and those of the organization, are being met:

  • Easy to use - Use a browser-based familiar user interface to provide access to email search, browse and reporting functions. Searches can be saved for future use, enabling users to monitor communications to and from particular people or organizations, or containing particular key words. Also, all emails are automatically archived and classified using built-in metadata – users do not have to manually profile and submit each message. And because messages are automatically archived, users don’t need to worry as much about email management – if the user accidentally deletes a message, they need not worry as it will be stored within the archive. The application can also be accessed through a standard email user interface, enabling users to search their archive from their email client.
  • Search and Retrieval - Authorized users can quickly search for archived messages using the built in search tools.  Full text searches can be performed across both messages and attachments. As a result, requests for information can be conducted in minutes, not hours or days.  Searches can be saved to provide easy access to regular searches. Users can also save searches in order to provide fast access to particular email types or categories, in the same way folders can be used to file emails.
  • Attachment View - In addition to being able to search email messages and attachments, we enable users to locate attachments within the system, and identify who has sent or received these attachments. This enables users and administrators to quickly locate the most recent version of a document, and understand who sent and received the document.
  • Reduced Storage Usage - By using our solution, storage space used by the messaging server can be reduced; ensuring users don’t have to worry so much about limits, while also ensuring the messaging system is able to perform to its potential. In effect, by storing messages in a central archive, users need not worry about rigorously managing their Inbox – the archive becomes an “endless” inbox.
  • Separate from Messaging Server - In the event of the messaging server going down, the system is not impacted – while new messages will not be received, users and management will be able to access all messages processed by the application. This reduces the impact of any downtime, while effectively providing the organization with a business continuity solution. IT Managers have more time to work out emergency response strategies.
  • Access Anytime, Anywhere - The use of a web browser means users can access their email from anywhere, security permitting. Where possible, users can also access these archives using mobile devices, enabling them to access their message archives from almost anywhere. 
  • Comprehensive Reporting - The system provides comprehensive built-in reporting enabling users to understand their email repository. In addition to messages, it enables users to report on the metadata associated with those messages: by user, recipient, organization etc.
  • Minimal Impact - Our solution has been designed to be implemented quickly, with minimal impact to an organization’s email systems and existing tools. It will work in conjunction with all existing tools and processes – including spam filters and document management systems – but provides an additional level of confidence to organizations that their corporate knowledge is being retained and, once retained, can be found again.

 

permalink [Permalink] - Updated: Tuesday, March 28, 2006

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