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Module 3: TonicDM Email Filing Basics

Updated over 2 weeks ago

Learning Objectives

  • Understand the importance of email filing for project documentation

  • Learn the three methods for filing emails in TonicDM

  • Recognize the visual indicators that an email has been successfully filed

  • Begin implementing email filing in your daily workflow

Why File Emails?

  • Creates a centralized repository of project communication

  • Makes information accessible to all team members

  • Preserves project history when team members change

  • Reduces email storage burden on individual accounts

  • Ensures critical information isn't lost when emails are deleted

How to Identify Filed Emails

  • Gold Category Tab: All filed emails display a "Filed in TonicDM" gold category tab

  • When you see this tab, the email is already safely stored in TonicDM

  • No need to file emails that already have this indicator.

Filing Method 1: Compose Window Filing

  • Best for: Filing emails as you send them

  • How to access:

    1. Open a new email or reply to an existing one

    2. Find TonicDM C1 sidebar in the ribbon bar of your compose window and pin it to keep it visible

    3. The sidebar will appear when composing emails

  • How to use:

    1. Select the project from the dropdown menu

    2. Compose your email as normal

    3. Send the email - it will automatically be filed

  • Pro tip: This method also enables the file transfer feature for large attachments

Filing Method 2: Project Sub-Folders

  • Best for: Batch filing multiple emails or organizing your inbox

  • How to access:

    1. Find the project in the TonicDM sidebar

    2. Click the "Create my Outlook folder" icon next to the project name

    3. A folder will appear under your inbox called the project number + project name

  • How to use:

    1. Select one or more emails

    2. Drag them into the project folder

    3. TonicDM will file them automatically (even overnight)

  • Pro tip: Works with your iOS device for filing on mobile

Filing Method 3: Green Button Filing

  • Best for: Quick filing of individual emails while keeping them in your inbox

  • How to access:

    1. Select an email in your inbox

    2. Find the project in the TonicDM sidebar

  • How to use:

    1. With the email selected, click the green "File selected email" button

    2. The email will be filed immediately

    3. A gold category tab will appear to confirm filing

Connecting Existing Folders

  • If you already have project folders, you can connect them to TonicDM

  • Ensure folder name matches the naming protocol "project number" "space" before any text. For example,

    • 1234 Smith Street will file.

    • 1234-Smith Street will NOT file

  • Find the project in TonicDM and click the "boxing glove" icon

  • TonicDM will connect to your existing folder

Engagement Activity

Scenario: You have 25 emails related to a project that need to be filed. Which filing method would be most efficient?

  • [ ] Compose Window Filing

  • [ ] Project Sub-Folders

  • [ ] Green Button Filing

Next Steps

In the next module, we'll look at TonicDM's automatic filing features that save you time and ensure complete project records.

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