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Manage Topics: Managing the Inbox via Automated Filing

 IMS automates the filing process, making it easier to identify and store messages. Each email message may be assigned a Topic of the user’s choosing via a IMS toolbar. The topic name will appear in the Inbox when using an IMS custom view. All future email in that email conversation (or “thread”) will be automatically assigned this topic name. File Msg, File Thread and File Topic buttons allow the user to automatically move email messages with assigned topics from the inbox to topic folders created to store messages in an organized manner. In addition, the user has the option to automatically save sent messages in these topic folders.

 IMS User Guide: Topics and Filing

Assigning Topics
Topics are assigned via the topic drop down menu or the Topic Selector button in the IMS toolbars, located in the Inbox and in open items. Designate a topic for an email thread by selecting an existing topic or typing a new one into the window and hitting Enter. All responses to that email thread will be designated with the selected topic. Remove a topic assignment by selecting "<-- Click to Assign" in the drop-down menu. Topics can also be assigned by dragging messages into ClearContext Topic Folders, discussed below.

Filing Messages
 The File Msg, File Thread and File Topic buttons are used to move messages to Topic folders. When a new topic is assigned in the topic drop down menu or topic selector, a topic folder with that name is created. (See below for configuration information regarding location of ClearContext Topic Folders):

  •  The File Msg button will move the current message from the Inbox into this folder. If a file button is pressed on a message that does not have a Topic assigned to it, the Topic selector window will ask for a Topic name.
  • The File Thread button moves all messages in the Inbox from the current email conversation into the assigned topic folder.
  • The File Topic button moves all messages in the Inbox with that assigned topic name into the topic folder.  By default, the Inbox toolbar does not include the File Topic button.  You can access it via ClearContext > File Topic or add it to the toolbar via toolbar customization.

When filing messages, IMS will automatically mark them as read.  Change this behavior via ClearContext > Options > Preferences > Misc > Filing.

 



   Topic Selector
The Topic Selector UI allows for quick and easy assignment of Topics to messages, tasks, and appointments; particularly for those users with a large number of Topics. Select the Topic button to the left of the Topic drop down or Alt-P to open this dialog. In the Topic Search tab, start typing any part of the Topic name and the search window will filter the Topic list using down to the Topic desired. Click the Topic Tree tab for an easy way to visualize and assign Topics and Sub Topics. On both tabs, File buttons are available to allow quick filing after Topic assignment.

Use the Go to Topic button in this window to open the folder associated with the currently selected Topic.

ClearContext Inbox Manager Configuration

 

  

Configuring Topic Folder Location
The default ClearContext Topic Folder location (where all topic folders are created and messages are filed when using File Msg, File Thread and File Topic buttons) is located under /Inbox in the primary email data store. This location can be changed via the configuration window located at ClearContext > Options > Configuration. The Message Store drop down menu allows you to change the .pst location that topics are stored in, while the Location function permits renaming of the folder where ClearContext topic folders are stored. For example, changing the location entry to /Inbox/ClearContext Topics will configure IMS to create new topic folders under a sub-folder of the Inbox.  Any sub-folders of ClearContext Topics will automatically be converted to Topics.

For information about designating a Secondary Message, such as SharePoint Lists (Outlook 2007 Only), Public Folders, or secondary data files, see the user guide on sharing.

 

IMS Pro Preferences

 

   Topic Assignment Preferences
When you first move a message into a Topic folder, ClearContext asks whether you want to assign or change the topic for the email's conversation. Adjust topic assignment preference via ClearContext > Options > Preferences > Topic Assignment to turn this message on/off. You may also adjust Topic Assignment options for Tasks and Appointments from this window.
IMS Pro Options  

Topic Options
Adjust topic options via ClearContext > Options > Preferences > Topic Options. Check "Save Sent Messages" to automatically move sent messages with Topics to the appropriate Topic folder. The Topic Display drop downs control the size of the Topic drop down list box.

Topic/ Category Synchronization
In this same dialog, check "Copy Topics to Categories" to duplicate Topic assignments in the native Outlook category field. Check "Remove Topics from Categories" to instruct IMS to remove the duplicated Topic from the category field when a Topic is changed or unassigned. Please note that category assignments on email may be communicated when sending messages.
Topic Management Tips

Multi-level Topics: To create multi-level topics, enter the topic names separated by a "/". For example, "Work/Project" would store the message in the "Project" subfolder underneath the "Work" main folder.

New Messages: Assign a topic to a new message via the drop down menu on the open message prior to sending. All email responses to that message will automatically include the topic name. In addition, if you are utilizing the Save Sent Messages option, this new message will automatically be filed in the appropriate topic folder.

Existing Storage Folders: Prior to installation of ClearContext, many users already store their email in folders. To take advantage of Topic functionality using these pre-defined folders, drag them underneath the ClearContext Topic Folder (by default the Inbox, as defined in the configuration settings detailed above). Each folder name will now be listed as a topic on the Topic drop down menu and the File Msg, File Thread and File Topic buttons will move messages into these locations.

Category Delimiters: Change the Prefix and Suffix appended to Topic names when duplicated in the category field via ClearContext > Options > Preferences > Topic Options. Leave these fields blank to remove the delimiters.

Tutorials: For more detail on these and other concepts, watch our Topics and Filing Tutorial, our demonstration on converting folders to ClearContext Topics folders, and instructions for designating an alternate PST to be your ClearContext Topics repository.
 

 

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