Mail in the Workgroup


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Email has been used in business for well over a decade. Many companies now totally rely on it. Yet email has evolved as a way of personal communication rather than company communication. The centralised rows of filing cabinets that used to house hard-copy client documents have been replaced with databases, and hundreds of individual mail accounts. Even with the ease of moving electronic documents today, employees often don’t have the time or discipline to file their ad-hoc communications centrally.

Mail management tools for the individual user have become ever more sophisticated - folders for filing, rules, spam filters, bulk mailers, and more - but they only work on the user in isolation. In a company, mail management needs to apply to the whole workgroup, and so products that run on the workstation (client-based) are inappropriate. Only a server-based technology such as MRX can provide the bigger picture.

As a result, in companies without mail management, employees often see email as a “parallel universe” that runs alongside other existing systems.

Email management can form a bridge between the universe of email and the universe of customer management systems without the need to develop or buy new software for the complete job. It can copy, collate and archive mail such that it can be repurposed for access in a variety of ways.

But email management should do more than passively collect and disseminate mail. Every business contact is a valuable resource, and there are many situations where multiple mails can be generated without the need for every message to generated individually. email merging is one example, and MRX allows several employees to participate the creation of a single personalised mailing to a company's client, customer or prospect base.

Previous attempts to tame email have relied upon drastic changes to working practices such as forcing employees to use special mail software or adopt inconvenient working procedures. Not only are these difficult to enforce, the transition from existing working practices and software inevitably causes major headaches and cost.

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MRX has been designed to change all that. Instead of replacing a company’s IT structure wholesale, MRX runs harmoniously with existing software, managing mail with virtually no impact on the user. It becomes a transparent link to that parallel universe.

And with it, MRX brings many other benefits; the freedom for users to use the mail software of their choice; the security of knowing that all their business mail is archived; the ability to quickly find all the communications with a client, no matter who is the source; the ability to use mail powerfully across a company.

Last and by no means least, MRX is an email management system that helps comply with legal duties for record keeping. Not only does it record mail for archive and to prevent tampering, it ignores personal mail and spam altogether. In the US, the Sarbanes Oxley Bill requires robust record keeping for businesses, including email records. MRX offers the ability ensure the email records are not only secure, but easily searchable.