Learning Objectives
Understand how TonicDM's automated filing features work
Learn how conversation thread filing saves time and ensures complete records
Recognize how team filing streamlines collaboration
Discover how contact creation works from filed emails
Automation 1: Conversation Thread Filing
What it does: Files entire email conversations automatically
How it works:
When you file a single email, TonicDM identifies it as part of a conversation
TonicDM automatically files all previous emails in that conversation thread
TonicDM monitors the thread and automatically files future replies
Benefits:
Complete conversation records without manual filing
No gaps in project communication history
Time savings through reduced manual filing
Visual indicator: All emails in the thread receive the gold category tab
Automation 2: Team Member Filing
What it does: Files emails for all team members included on the email
How it works:
When you file an email, TonicDM identifies all recipients from your firm
The system marks the email as filed in each person's Outlook
The gold category tab appears in everyone's copy of the email
Benefits:
Prevents duplicate filing efforts
Ensures consistent project records
Reduces the filing burden on the entire team
Note: Only one person needs to file an email for everyone to benefit
Automation 3: Contact Creation
What it does: Automatically builds a contact database from filed emails
How it works:
TonicDM extracts contact information from email To/CC fields
Contact information is associated with specific projects
Contacts become available for file transfers, construction administration and team management
Benefits:
Builds project team member suggestions automatically
Simplifies file sharing with external contacts
Creates accurate project team records
Where to find contacts: In the Team tab of both Outlook sidebar and web application
How Automations Work Together
Example scenario:
Sarah files an email about Project X
TonicDM files all previous emails in that thread for the entire team
When John replies to that email later, it's automatically filed
All external contacts are added to the Project X team directory
Result: Complete project communication records with minimal manual effort
Engagement Activity
True or False:
After filing an email, you need to file all future replies manually. [False]
When you file an email, it's only filed in your account, not for your colleagues. [False]
TonicDM automatically creates contact records from filed emails. [True]
You need to file every email in a conversation individually. [False]
Next Steps
In the next module, we'll explore TonicDM's File Transfer capabilities for sharing large documents securely with your project teams.