Email messages

Email messages still remain one of the most common methods of communication

Email messages always leave/arrive through the gateway connecting the system to the email server. Either your company has its own email server or you can have emails provided together with AyMINE.

The setup of the connection to the email server is done via the IMAP gateway.

Connection methods

Address by process type

The usual connection is to use a gateway with a binding, to a specific process, so typically:

• helpdesk@vasefirma.cz
• obchod@vasefirma.ce
• press@vasefirma.cz

Messages that are linked to a process are automatically routed to the people in charge of the process for processing.

Private address

You can link the system to a specific folder of your own email. Emails that you move to this folder are then automatically stored in the system. This makes it easy to forward messages that arrive in your email to other people for processing.

The advantage of this setup is that:

• You don't have to forward messages anywhere – so there's no confusion about whether you've replied or not.
• The messages stay in your mailbox – once downloaded, the system moves them to the processed messages folder, but does not delete them
• You can forward them to anyone and they will reply from your own email or from the email you choose for the process
• Nowhere will it access any emails from your inbox other than the one you set up. This way you can easily and quickly forward messages for processing and you don't have to share access to all your emails with anyone (e.g. your secretary).

Why archive communications in AyMINE

Archive messages in AyMINE for those employees who need to see them. They can access archived emails regardless of who they were sent to.

Shared processing and archiving of emails brings significant savings:

• Messages don't need to be forwarded to others for note or storage, because they can get to them when they need them.
• Clearly separate messages according to their importance by assigning them to business cases or relevant processes
• Save a lot of disk space by archiving messages and attachments as one, rather than many copies in the email inboxes of everyone who received the message

Remember that email is not secure

You should not send any commercial or otherwise sensitive messages or documents via email. If you are communicating with business partners, e.g. external collaborators, laboratories, etc. you should only exchange all documentation through secure channels.

For secure communication, we recommend a secure gateway.