Fresh Projects

00:00: Overheads are the non-project folders you file email against,

00:03: for example admin,

00:04: HR, legal, marketing or IT.

00:09: This guide shows how to create one, describe it so filing suggestions land

00:13: accurately,

00:14: and control who can see it.

00:17: From within the admin portal,

00:19: select "Company Setup".

00:22: Then,

00:23: select the "Overheads" tab.

00:26: Now,

00:27: select "New Overhead" to start creating a new overhead entry in the system.

00:33: Select the Code field and enter a short code, for example HR or LGL.

00:39: Keep codes consistent with the convention you use for project codes.

00:45: Enter the name your team will recognise,

00:47: for example Admin,

00:48: Marketing and BD, or IT and Software.

00:53: This is the name people see when they file an email.

00:57: Add a description of the kind of email that belongs to this overhead.

01:02: The AI suggestion agent uses this description to classify email,

01:07: so the more specific it is,

01:08: the better your suggestions will be.

01:12: For example:

01:13: central administrative support functions covering resources,

01:16: scheduling and general office needs.

01:20: Next, select the "Permissions" tab.

01:24: Tick the permission groups that should have access under the "Permission Groups"

01:27: title.

01:29: Then, tick individual people under "User Access" where someone may need access outside

01:34: of a permission group.

01:37: Anyone without access cannot file to this overhead or search it.

01:43: Now,

01:43: Select Save.

01:46: The overhead is now available to the people you gave access to and will start

01:50: appearing in filing suggestions.

01:53: You will then see your saved overhead appear in the dashboard list.

01:58: Each row on the Overheads list has its own actions.

02:03: The first copies the overhead ID,

02:05: which identifies this overhead exactly if you need to reference it.

02:10: Select the profile icon to open the Profile pop-up, where aliases,

02:15: vendor domains and external codes are managed.

02:19: Under Aliases, add the alternate names your team actually uses,

02:23: so those mentions are matched to this overhead.

02:27: Under Vendor domains,

02:29: add the domains of external parties whose email always belongs to this overhead,

02:33: for example your payroll provider or your law firm.

02:38: Learned alias candidates are names Fresh Memory has picked up from subject lines:

02:43: accept the ones that are right and dismiss the rest.

02:47: Select Save to keep your changes.

02:51: Access can be changed at any time without editing the overhead.

02:56: Select the lock icon on the line to open Manage permissions.

03:01: In the permissions pop-up you can configure the overhead access by ticking or unticking permission

03:06: groups and individual users,

03:08: then select "Done" to save your changes.

03:12: Select the pencil icon to change the code, name or description of an overhead you

03:17: have already created.

03:19: Your overhead is now set up, described for the suggestion agent and restricted to the

03:24: right people.

03:26: Overheads sit alongside projects as filing targets,

03:30: so it is worth agreeing your full list before your team starts filing.