How it works

Topaz Filer is designed to be easy and designed to be open.

The application sits between a database containing the definition of the clients and matters your practice is dealing with on one hand and where you want to store the messages on the other. The database is called the filing model. This can be a customer relationship management system, a practice management system or any form of database. The store can be anything able to store files, which could be a full-blown document management system or enterprise content management system (DMS/ECM), Microsoft SharePoint or a save to any network drive.

Microsoft Outlook

Everything the user does is done from within the familiar Microsoft Outlook environment. When the user starts Outlook, the filing tree is shown to the left of their Inbox. In your organisation you will have a database containing a list of your active and past projects. Topaz Filer brings this list forward right into the Outlook environment. (The list is completely customisable to be exactly how you want it.)

To file an email, all the user has to do is drag from the Inbox and drop it onto the filing tree:

That’s all there is to it! That email will then appear in whatever document management system you use. In this case, it’s Microsoft SharePoint but it can save to any network drive:

Sending Emails

Sending emails is just as easy – Topaz Filer will prompt you when you send a mail. It will also suggest a project to file the email against based on previous filing activity.

Intrigued so far?
We would be delighted to provide you with a quote for any system. Please call or e-mail.

Browsing and Searching the Email Store

An extremely powerful feature of Topaz Filer is the ability to browse and search the email store directly from within the Outlook environment. To access this feature, simply right click on the filing node you are interested in and select Browse/Search Email Store. Full-text searching is available directly from within the application.

Favourite Nodes

As you use the application, Topaz Filer will keep track of the last 12 (configurable) projects that you worked with and make them available at the top of the tree.

Quick Filing Panel

A key design goal of the application is to make filing as fast as possible. There are a number of features in the application that accelerates the filing experience for users. One of them is the Quick Filing Panel. This works by observing patterns with regards to who you typically file emails against and makes recommendations dynamically.

Personal Emails

Sometimes you have emails that you don’t want to file. When this happens, click the Mark as Personal link:

Project/Matter Lookup

Most organisations have a lot of projects. However you can quickly search for projects to file against direct from the filing tree. In this case – as a lot of organisations use job or project numbers – the user has searched for job 170684.

Remember, we would be delighted to provide you with a quote for any system. Please call or e-mail.