Email integration is a process that helps you take the information in your emails and integrate it into other systems. Email is becoming increasingly important for communication. But it can be difficult to find certain types of data in an email message or attachment. Integrating your email with other systems can ensure that all types of information are easily accessible without having to search through multiple sources on your own. Here are some ways to maximize email integration benefits:
Integrate Security & Compliance
- Integrate with existing security and compliance systems. You may already have a security strategy in place that requires email to be encrypted or verified, for example.
- Make sure the system is secure. When you integrate mailboxes, you’re allowing your users to access email messages through their preferred app of choice. Which can sometimes make it easier for them to open phishing emails or other malware-infected messages from unknown senders. To keep things secure, we recommend only allowing authorized employees access via the web portal and limiting the number of times each user can login per day.
Synchronize your cloud storage
Cloud storage is a convenient way to store files and data in the cloud. It’s important to keep your cloud storage synchronized because it ensures that you can access your information on all of your devices, regardless of where it’s stored.
The primary difference between on-premise and cloud storage is that with on-premise, you have complete control over what types of resources are used, who has access and how much they can use. However, this means there will be security issues when it comes time for upgrades or maintenance activities. Especially if you have a small IT department or no IT department at all!
Cloud storage services offer many advantages over traditional hard drive backups like offsite backups:
- They require less technical skills than managing an entire network yourself. Therefore making it easier for non-technical users to manage their own systems without needing outside help from an IT department.
Enrich your email with metadata
In order to fully optimize your email and documents, you can use metadata to help with search and retrieval. In addition, metadata is a key component of compliance. You can also use it to automate processes and trigger alerts based on the content of your emails.
Email metadata is information about your email that you can use to enhance the content of your message. It includes information like the author, recipients, subject line and body. Email metadata also includes some additional fields such as attachments and carbon copy (CC) recipients.
Email metadata helps you manage your email and documents more effectively. You can use it to improve the searchability of your content, optimize your email deliverability, automate processes and trigger alerts based on specific keywords. Email metadata is also a key component of compliance.
Analyze your emails with tools like sentiment analysis and key-phrase extraction
Sentiment analysis is a tool that can be used to gauge the mood of a customer’s email. It uses advanced linguistic analysis to detect what the writer was trying to say, allowing you to determine if they are happy, angry or neutral about your product or service.
Key phrase extraction analyzes an email for high-value phrases and concepts that can help you improve your marketing strategy. For example, if someone mentions “customer service” in an email about receiving poor service from one of your employees then it might be worth looking into whether there are problems with how junior staff members are trained on providing good service across the board.
The email analysis tool can also be used to investigate the effectiveness of your marketing campaigns. For example, if someone mentions a specific offer in an email then it might be worth trying that offer again in future campaigns.
Maintain a central, case-wide repository for all documents including email attachments
A central repository is an invaluable tool for case management. Here are some reasons why:
- You can easily send and receive emails from other users in your organization, as well as those outside of it who are working on the same project.
- Emails can be the primary tool for communication, which means that you don’t need to switch between different systems. For example, if someone sends you an email asking for information about a case, but they also want it in another format (e.g., Word or PDF), they can attach those documents directly to their message rather than having to open up multiple programs just to get what they need from you—and vice versa! That saves time and effort for everyone involved and makes sure everyone has access without having to worry about keeping tabs on all these things separately.
Increase review speed by eliminating the need to collect documents from multiple sources
Email is a central repository for documents. It’s easier to search than paper, and it’s not limited by physical size or weight. If you have email integration, you can use it as a single source of truth for all your documents so employees don’t need to store them anywhere else. This way, everyone has access to all relevant information in one place: their inboxes. The more efficient this process is, the faster your team will be able to review documents and make decisions—and the less money you’ll spend on document management!
In addition to the time savings, you’ll also see a reduction in paper waste. Email is a more environmentally friendly way of storing documents than traditional filing systems. So it’s good for the planet too!
You can do more with the information in your email by integrating it into existing systems
Email integration is a way to connect the customer data and information from your email campaigns, newsletters, and marketing automation systems into your existing customer relationship management (CRM) system. Email integration gives you the ability to see what people are doing in other areas of your business. For example, if a person receives an email about a product feature change on your website and clicks through to learn more about it, you can capture that information in your CRM system.
In addition to giving you more insight into how customers are interacting with each other across channels, email integration also helps streamline processes across teams. The data generated by these integrations can be used by salespeople as they engage customers throughout their purchase journey. Plus, it makes it easier for marketing teams to follow up with leads who haven’t yet converted into customers—and when they do convert into actual customers who have bought something from you or interacted with one of your ads or promotions within 24 hours after receiving an offer via email message before making a purchase decision (which could be crucial when trying sell something like insurance).
Conclusion
Email is the most common means of communication with your customers, and it can be used to accomplish so much more than just sending messages. By integrating email with existing systems, it can become a powerful tool for your business. Just remember that when you’re choosing the right integration solution for yourself, make sure that it supports all of the features listed above—and more!
