Smart Email Filing Feature Overview
Smart email filing is a new feature in the Newforma Konekt add-in for Outlook that suggests which project in the selected hub an incoming email belongs to. Each suggestion names a target project and shows how confident the add-in is in the match. You review each suggestion and decide whether to file the email as the suggested item type, file it to a different project, or remove the suggestion.
How Smart Email Filing Relates to Other Filing Methods
The Newforma Konekt add-in for Outlook supports several ways to file an email to a project:
- Auto filing folders, where a folder is created in Outlook for each selected project and emails are filed by dragging them into the folder.
- Manual filing from the Email filing tab, where you select an email and choose a hub and project from a dropdown.
- The project email address, where an email is filed by sending it to, or copying, the address generated for a project.
Smart email filing is an additional method. It does not replace the others, and all of them remain available. The difference is that Smart email filing identifies candidate emails and proposes a project in the selected hub, rather than requiring you to select the project yourself.
How It Works
Automatic Scanning of Incoming Email
When Smart email filing is turned on, every incoming email is scanned as it arrives.
Scanning applies only to email received after the setting is turned on. Email already in the mailbox is not scanned retroactively.
Turning the setting off stops new suggestions from being generated but does not clear the suggestion list. Suggestions generated earlier remain visible and can still be filed or removed.
Suggestion Confidence
Each suggestion carries a confidence indicator showing how strong the match between the email and the project is. Confidence appears as green for a high-confidence match or yellow for a lower-confidence match.
An email that is scanned but does not reach a confidence threshold does not appear as a suggestion for any project in the selected hub.
Hub and Project Structure
Suggestions are organized by hub, then by project.
The Smart filing tab lists all the projects with matches within the selected hub, with each project listing in turn the numbers of emails matched to it. Selecting a project displays the suggestions for that project in detail.
Actions Available on a Suggestion
For each suggestion, you can:
- File the email to the suggested project.
- File it to a different project.
- Remove the suggestion.
Multiple suggestions can be selected and acted on together.
Removing a suggestion is permanent for that email. The add-in will not match that email to the project again. Removing a suggestion does not delete the email itself.
Permissions and Prerequisites
- A Newforma Konekt account with at least one hub.
- The Newforma Konekt add-in for Outlook installed.
- At least one active project in Newforma Konekt.
- Smart email filing enabled for your hub by your company’s admin.
- Smart email filing activated for your inbox.
FAQ
- Q: Do I see matches for emails a colleague scanned?
- A: Only where you are both recipients of the email. If a colleague received the same email and it was scanned in their inbox, the match appears for you without being scanned in yours, including emails you have moved or deleted. When your colleague files one of these emails, it is filed on your end as well.
- Q: Does Smart email filing show me emails or projects I don’t already have access to?
- A: No. Suggestions are scoped to the emails and projects you already have access to.
- Q: Can I prevent specific email addresses or domains from being analyzed?
- A: Yes. A hub admin can exclude specific email addresses and domains from analysis in Newforma Konekt’s Hub Settings page. Email from an excluded address or domain is not scanned and produces no suggestion.
- Q: Are emails filed through Smart email filing marked differently in Newforma Konekt?
- A: Yes. An email filed through Smart email filing will have the “AI-assisted” tag in Newforma Konekt’s Emails activity center.
- Q: Can I deactivate Smart email filing for specific projects within a hub?
- A: No. Smart email filing is activated and deactivated at the hub level. All projects in an enabled hub are eligible for email matching.
Smart email filing is in public beta. Suggestions may be inaccurate or incomplete, and scanning and filing processes may be slower or occasionally fail.