Email Management Solution

With the eLink Advantage business management system, the email management solution becomes a positive activity within your company, rather than a series of problems.

Problem 1; emails are personally addressed

One major problem with emails is that some people in your company may think that they are personal to them, whereas the company as a whole may need the information, not just that person. This is just the same as with letters, which come in addressed to one person in the company.

To overcome this some companies print all their emails and they become part of their paper-based system, presumably with seventeen copies, the average number of photocopies made of any document, and this does solve the problem of email management, but is it the best way?

Problem 2; 70% of corporate information is on email, 35% of corporate information is ONLY on email. So this now becomes a critically important matter.

Problem 3; ensuring that email enquiries from your web site get dealt with

We are all in business to sell our services or our products and we all know that we are not dealing successfully with sales enquiries or leads. One area we can automate is turning an enquiry from your website into an action and allocating it to the right person in a timely manner

Problem 4; 'filed' on the central server

Most of the time, email is filed on an individual's PC or on his allocated space on the main server, with no way of easily finding the email you (the company) want (as each person may have their own idiosyncratic way of indexing the files) or no easy way of ensuring that you (the company) keep the critical emails whilst throwing the rest away.

Also everyone files their own copy of each email, so that's 17 extra copies or is it, in fact, more as 'its so easy to attach another person,' giving you a massive storage problem and duplication of effort

Problem no. 5; disaster recovery

The majority of companies, who suffer a disaster, never recover. Are you sure that every piece of data, every email, every letter can be recreated. Actually not just recreated but recreated in a timely manner, as even two- three days can be a catastrophic delay in a sales cycle, in purchasing or in projects.

Email management is therefore a very serious matter, one that needs a very serious solution.

Our solution, eLink Advantage email management solution is an integrated business management system which starts with email management.

eLink Advantage integrates with MS Outlook and MS Exchange Server (or Lotus Notes) and has special routines so that each email can be integrated directly into the business process, being converted into a document (for simple filing) or into a diary entry or into an action.

If your sender is a 'known' contact on the system, the system will recognise the email address and attach the email to that contact and if your contact is linked to a company then it is linked to that company. It can then be linked as necessary to a marketing campaign, to a sales opportunity and / or to a project. If there were any attachments these are automatically filed as a document. This process also automatically builds up an audit trail of all contacts with a prospect, customer, supplier or whoever and creates the corporate knowledge base.

At this moment in the process the user can re-assign the action to another member of the team or to a group, or if a diary entry can invite other users to join the meeting, event or whatever; and without having to create an extra emails.

The golden result is that every email becomes a formal entity within the corporate management system and you virtually eliminate internal emails. Naturally faxes can be dealt with in the same way and with other scanned documents can be added to actions.

Every email itself becomes part of the business process, total email management. 

The benefits of the eLink Advantage email management solution are:

• Increased knowledge of products and services through the automatic creation of the corporate knowledge base

• Reduced space required for filing whether paper-based or electronic filing

• Faster delivery to relevant executives and directors

• Higher security for important documents saving losses and confidentiality

• Improved access to all relevant documents as authorised wherever and whenever, all leading to

• Improved productivity for all executives

• Improved customer service

• Improved profitability

The system can stand on its own as your email management solution or because of the interconnection with other modules available within the eLink Advantage system, it can be used as a starting point for a more comprehensive business management system. 

Your solution can be amended and extended by you on-demand, live on your system at any time, it will grow and adapt to match how your organisation grows and adapts to your market needs.