We currently file our email correspondence into a Public Email account (AI Mailbox) which all users in our department have access to. We have a procedure where staff are to include a 'Project Reference ID' in their subject heading and then save a copy of all sent and recieved emails which relate to these project ID's. This system generally works OK, however we are aware that there is a lot of room for human error and duplication of emails. This has not caused us any noticeble issues (that we are aware of at this stage), however it is a time consuming task with ample possibility of emails being overlooked/missed.
I have a vision of a script or something similar which resides on our Exchange Server 'keeping an eye on' and automatically sorting/storing emails into our public mailbox (AI Mailbox) or some other location.
If you think that this is possible and you would be able to help out, please contact me to discuss. I understand that you will need to know finer technical specs of our server side of things. Unfortunately, as a lay manager, I am not privvy to these details and I will need to ask specific questions of our IT manager and consultant for you if you need more info. Further to this, our IT manager and consultant do not know that I am posting this job. They have told me that this kind of system is not possible.... which I obviously do not believe is true, and explains why I am posting this job.
So what I ask from you is an indication that this is possible and approximately how much time/money it will take for you to implement for us.
Some additional info that may assist:
- Please refer to screenshot of some images showing some set-up's/details of our public folder (from my 'user' end).
- We do use the 'Mailguard' service for our anti-spam and security, so there may be an avenue for you to use/modify this service to make this work.
- We manually create project folders in the public folder (as shown in the above mentioned screenshots) and I would expect that the 'script' detects 'project' related emails (see below), tests to see if there are any email folders that match that project ID, files inside that project folder if it exists and files into a generic or 'other' folder if it does not exist.
- Our procedure for subject naming requires that 'project' emails are prefaced with <project ID> - <project name> - <email title>. I expect that your script would use the <project ID> reference only. <project ID> is always a 6 digit number, beginning with "00", "01" or an 8 digit code beginning with "ID00", or "ID01". This is because we're now up to "009910" soon to roll over to "01xxxx". The use of IDxxxx or just 00/01 is flexible and still procedure based/up to the user to enter in the email subject.
- Our public folder has subfolders based on territory or as archived. Levels of folders shown in screenshot file.
- It is likely that the script will run a preliminary script/filter based on 'users' from our department (approx 12 people), to avoid the full script running on every other person in our organisation (approx 100 people).