File Emails with Smart Email Filing
Smart email filing matches incoming email to projects in your Newforma Konekt hub and presents each match as a suggestion in the Newforma Konekt add-in for Outlook. Filing a suggestion sends the email to the suggested project, or to a different project you select. No email is filed until you confirm it.
Step 1: Activate Smart Email Filing for Your Company
Your company’s admin must activate Smart email filing before you can start using it.
- Log into a Newforma Konekt hub.
- Navigate to Hub settings.
- Select the AI FEATURES tab.
- Toggle Outlook add-in smart filing.
- Click the Save button.
Smart email filing is activated for the hub. Each member must then activate it for their own inbox before any email is scanned.
Step 2: Activate Smart Email Filing for Your Inbox
To start using Smart email filing:
- In the Newforma Konekt add-in for Outlook, select Menu.
- Select Settings.
- Toggle Smart filing.
Scanning starts immediately, and every email you receive from this point forward is scanned as it arrives.
If the toggle does not appear in Settings, the feature is not enabled for your hub.
Step 3: Find and Review Suggestions for a Project
Smart email filing presents suggestions for every project within a hub.
- In the Newforma Konekt add-in for Outlook, select the Menu tab, then select Hub, then select the appropriate hub.
- Select the Smart filing tab.
- Select a project from the list that appears.
The emails matched to that project appear, each with a confidence indicator. Select an email to open it and read its content before deciding whether to file it.
If the project you expect is not listed, no email has been matched to it since you activated Smart email filing.
Step 4: File Emails to Projects
File to the Suggested Project
Filing a suggestion in the Smart filing tab sends the email to the project matched to it.
- Select the suggestions you want to file.
- Clear any suggestions you do not want to file.
- Click the File emails button.
The emails are filed to the suggested project and appear in that project’s Emails activity center in the appropriate hub.
File to a Different Project
Where suggestions in the Smart filing tab identifies the wrong project, file them to a project you select instead.
- Select the suggestions you want to redirect.
- Click the dropdown arrow next to the File emails button.
- Select File to another project.
- Select a project using the dropdown menu in the modal that appears.
- Click File to confirm.
The emails are filed to the project you selected.
To file a single email to a different project, you can also select (…) More options next to the email.
Remove a Suggestion
Removing a suggestion in the Smart filing tab clears it without filing the email. Removal is permanent for that email, so remove a suggestion only when you are sure you do not want it filed to that project.
- Select the suggestion you want to remove.
- Click the Remove suggestion button.
The suggestion is cleared, the email is not filed, and Smart email filing will not match that email to the project again.
Removing a suggestion does not delete the email itself.
Deactivate Smart Email Filing for Your Inbox
Deactivating Smart email filing stops new email from being scanned. Suggestions already generated stay in the Smart filing tab.
- In the Newforma Konekt add-in for Outlook, select Menu.
- Select Settings.
- Toggle off off Smart filing.
Scanning stops. You can still file or remove the suggestions already in the list.