Email/MESSAGE Organisation

The Messaging form is the primary interface between you and all your messages. Messages are displayed in summary format, one per line. When viewing summary lists of emails you can change the order of the display by clicking on the raised column titles. Repeated clicking toggles the order between Ascending to Descending. This can be useful to find specific emails.

InfoMine organises all your messages into groups as follows:

(1) all messages associated with a specific contact appear in that contact’s folder

(2) System folders are used to group incoming and outgoing messages

(3) You can create as many General folders to further group messages by function or type.

In addition, every time you do a search (View/Find) you are presented with the results of the search in a summary format. These results can be thought of as being transient folders. In this way a single message can appear to be simultaneously stored in numerous folders. In reality InfoMine keeps a single copy of it but displays it under numerous real and transient folders. Examples are the folder displayed when you click on the Todays button. This displays all messages that were sent or received today which changes from day to day. The Today button is a convenient way to quickly view a summary of Today’s messages. In contrast Messages in system or general folders remain there unless you specifically move or delete them or InfoMine moves them based on changed status.

In InfoMine you effectively have a separate folder for each contact. This is the primary mechanism used to organise your messages.

In addition, InfoMine has several System folders, called the Inbox and OutBox and Sent Items, which are used to display incoming, outgoing and sent messages.

You can also set up as many General folders as you wish to organise messages into functional groups or by type. Examples are folders to store Work in Progress, New Orders, Orders being processed, etc. Messages that are associated with contacts can be moved to any general folder but always remain associated and available via the contact’s main folder.

Inbox and Outbox

All Incoming messages automatically appear in the INBOX, all outgoing messages in the OUTBOX.

As messages are read from the mail server they are automatically associated with existing contact records if the From address matches with any of the contact’s email addresses. This includes the default and any non default email addresses. This is referred to as Auto Associating. Messages for which the message address is associated with a contact record will be displayed in that contacts folder. To view the identity of the contact associated with any message Click on the DETAILS button to view the Contact’s details.

Today’s and This Week’s folder

To view only those messages which have been received or sent Today click on the Today button. For all messages sent or received this click on the Weeks button. This is a convenient way to limit the number of messages displayed in the summary form on the main Messages form. The same functionality can be achieved using the view/Find button and ticking the relevant radio button.

Incoming and outgoing

All messages are automatically flagged to indicate whether they were sent or received by InfoMine. You cannot modify this stamp.

Message Status

All messages are automatically assigned a status when received or created. You cannot modify this status directly. It changes automatically to indicate the stage the message is currently at.

Possible values for status:

• Queued: the outgoing message has been composed and will be sent on next send cycle (connect to the Internet or proxy and invoke the Send command.)
• Active: the outgoing message is in the process of being composed. It will not be sent until it is requeued. (See below)
• Unread: the incoming message has been received but not yet read
• Read: the incoming message has been received and read
• Sent: the outgoing message has been sent

Action Required

Each email can be tagged with a user-specified Action Required. Most emails will have this field left blank but it can be used to highligh  a variety of situations that need attention. After the email has been fully dealt with the Action Required can be set back to Completed.

To create a new Action Required just type in a new value into the field. You are warned if it deos not already exist and prompred to allow it. Follw the prompts. From then on that value can be used to highlight emails to be processed.

Notes field

The notes field can be optionally used to annotate emails. This is ideal to pass on status of an order etc to other users. The notes field is rendered in Red if it contains any text.