Friday, 11 February 2011

Improved email management in Insightly

In this weeks update to Insightly we improved the how emails are displayed in managed within the Emails tabs. The email list had not seen any improvements for some time, and consequently did not have any of the advanced features that the lists for other items like contacts and organisation did. In fact it only had one thing you could do with an email after selecting it - delete it. The new version of the emails list allows you to do much more - and brings it up to parity with the feature set of the other lists within Insightly.  (Old emails list shown below for prosperity)


Speed Improvements
If you store a lot of emails within Insightly, the old email tab used to chug along a bit before displaying the initial list of emails. The engineering team worked on this and the list now displays much faster (105% speed increase) than the old version. Moving between pages in the list is now super snappy - even for huge email archives.

Searching Emails
Searching your emails or emails shared by others is now super easy. We've included an email search box so you can start searching as soon as you hit the tab. Just start typing and Insightly will search the senders name, senders email address, subject and body of the message in real time for your search criteria. It brings back results and conveniently highlights matches, in a similar fashion to how search works within the other tabs.

Display Enhancements
We took a leaf out of Gmail's book for this one. Gmail displays emails one per line like Insightly including the senders name, the subject, and the date of the email in each line. But Gmail also subtly includes a snippet of the email body in the line too, grayed out so it does not conflict with the subject. That helps with being able to discern between similar emails at a glance, and provides more information about each email in the list in an unobtrusive way. We thought it was a neat feature so we decided to employ it for the email list within Insightly too (underlined in red below).

Managing Tags for Emails
You've been able to tag emails within Insightly for quite some time, but our tool set around bulk tagging of emails had been limited. With the new version, you can select multiple emails using the check box to the left of the sender name, then click on the 'Add Tag' link from the blue 'Selected Items' box that pops up at the top of the list - allowing you to tag multiple items at once. Insightly also displays a small tag icon next to each tagged email in the list, and hovering over that icon displays the tags assigned to that email as shown below.


Clicking on a tag in the right hand sidebar also bring up some extra options. You can rename or delete a tag entirely, and you can also select individual items and remove the currently selected tag from those items, or add another tag to just that subset (as shown below in red).

Linking multiple emails at once
One frequently requested feature from our customers that we've added is the ability to select multiple emails from the list and add a link to all those emails at once. So for instance, you can select all the emails that relate to a specific project, and link all those emails to that project in just one step. Just select the related emails, then click on the 'Add Link' hyperlink from the blue 'Selected Items' box that pops up at the top of the list (as shown below in red).

Index Listing
The last feature we added is the ability to list emails by the first letter of the senders name. This is a feature that exists on the other tabs, so we decided to include it here too. Click on a letter of the alphabet in the list header to see emails displayed from senders names starting with that letter (as shown below in red).


Along with the improvements to the new Gmail gadget a couple of weeks ago, we've beefed up the email handling  capabilities of Insightly and increased the efficiency with which emails can be added, tagged, linked, and managed. Hope you like the changes.

12 comments:

  1. These are great updates, and I'm sure will be loved by all. But pretty please, Content, Organization, Opportunity, Project Owner filters please. Extremely crucial if you have a group of people to work with.

    ReplyDelete
  2. Incredible the speed and effectiveness of your improvements. Insightly, getting better all the time.

    ReplyDelete
  3. This is great. There should be a way to strip an attachment from an email to save space on your servers. Sometimes we need an attachment saved like a contract, invoice or something like that for record. But sometimes I send out a 3megabyte digital brochure to customers, and i wand to keep track of that with Insighly, but its not necessary to keep the attachment, so if I could click "strip attachment" to delete it, and then have Insightly note that the attachment WAS on the email but stripped, so I know it wasn't a misfired email.

    ReplyDelete
    Replies
    1. Perhaps an icon letting the user know that the attachment now resides in google docs would be a good feature to add.

      Delete
  4. You can disable saving of attachments in emails under 'My Info' > 'User Setting' tab (My Info is an icon in the top right corner).

    ReplyDelete
    Replies
    1. If we use this option and then store the attachment in google docs and the doc is accessable under the docs tab it would be helpful to note that somewhere on the original email - perhaps some kind of icon that makes it stand out from the other emails. Please consider this.

      Delete
  5. I don't seem to be able to link 1 or many emails to Opportunities or Projects. I can click the Add Link but the only items to link to are Contacts... not Opps or Projects.
    What am I missing?

    ReplyDelete
  6. email gadget: would be good if saving an email to Insightly allowed some linking at that point instead of a two-stage process of saving then linking.

    ReplyDelete
  7. can we attach documents from Insightly to emails. I cant seem to email the documents from insightly once in opportunity. I am trying to use insightly as my blast information marketing for a new opportunity to my contact/clients

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  8. Insightly, please, please allow email to more than one addressee (select multiple contacts with the checkbox, have an "email multiple" option) and have their addresses all transfer to the TO in the gmail screen. this would be so handy, can't tell you the times i've sorted a subgroup of contacts that i want to email and have to paste them all individually. thank you!

    ReplyDelete
  9. Good morning. Do we have an "email multiple" option? Can we select multiple contacts or emails or a tag amd send the same email to everybody at the same time? Thank you.

    ReplyDelete
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    ReplyDelete