Fresh Projects

00:00: This walkthrough covers everyday use of the Fresh Memory panel in Outlook,

00:04: from filing an email through to asking a question of your project record.

00:09: It shows how to accept a suggested project,

00:12: add a second project, apply tags, and mark an email as important.

00:18: It also covers the controls for keeping correspondence out of Fresh Memory, reporting

00:22: a suggestion that landed in the wrong place,

00:25: and reaching your auto-file rules and the admin portal.

00:30: The last part moves into the admin portal,

00:32: where you can ask a question in plain English and narrow the answer by project, tag

00:37: and date.

00:39: Before you start, the add-in needs to be installed and pinned, and your mailbox linked.

00:46: The Fresh Memory panel will appear once you select an email.

00:51: Once the panel loads,

00:52: look at the "Where should this go?"

00:54: block.

00:57: Fresh Memory shows the project or overhead it thinks the email belongs to, and you

01:01: can select the arrow beside it to file there.

01:05: You will also see that there is a "Do not file this email" option,

01:09: if you do not want this email to be mapped to Fresh Memory.

01:13: Then select "File email" on the confirmation.Fresh

01:16: Memory checks the destination with you before anything is filed.

01:21: The block then changes to "Filed to",

01:23: showing where the email has gone.

01:27: A short confirmation also appears at the bottom of the panel.

01:32: If you need to file an email to more than one project or overhead that can be done

01:36: by selecting "Search for another project".

01:40: Then, type into "Search projects or overheads" and select the additional filing option

01:45: you need.

01:47: Your list is filtered to the projects and overheads in your permission group.

01:52: Both entries now appear under "Filed to", each with its own "Remove" control.

01:58: Next,

01:59: you have the option to add a tag under the "Tags" title.

02:03: Tags describe the nature of the correspondence rather than where it belongs.

02:09: You can then select a tag from the list,

02:11: or search for one by name.

02:15: Tags can be applied to improve search results.

02:19: Your administrator controls the list,

02:21: so if you would like additional tags,

02:23: that can be suggested to your admin contact internally.

02:28: You also have the option to mark an email as important.

02:32: This is worth using for decisions and approvals

02:34: you may want to surface first when asking questions from the agent search feature.

02:41: A banner will confirm the email has been marked important.

02:45: It also notes that emails marked this way are prioritised in search results.

02:51: To disable the importance feature,

02:54: simply click on the "Important" button again.

02:58: Next, select the three dots at the top of the panel.

03:02: You will then see a list of options available to you.

03:07: The first of which is "Stop filing sender".

03:11: When selecting "Stop filing sender" you will see a confirmation pop-up.

03:16: The confirmation states that you will be creating a company rule to stop filing

03:20: emails from that email address and will also remove any emails from that sender from

03:25: Fresh Memory.

03:27: This suits a contact whose email is never project related,

03:31: such as someone in HR or emails in regard to your pay slips, etc.

03:37: The next option you will see in your menu is "Stop filing domain".

03:42: This is the same idea applied across a whole domain,

03:45: which helps with retail or newsletter mail arriving at your work address.

03:51: When selecting "Stop filing domain" you will also see a confirmation pop-up.

03:56: The confirmation states that you will be creating a company rule to stop filing

04:00: emails from that domain and even sub domain addresses and will also remove any

04:05: emails from that domain from Fresh Memory.

04:09: For instance if you block a "facebook.com" domain,

04:12: a subdomain such as "business.facebook.com" will also be blocked.

04:18: This is something to keep in mind if there are certain sub

04:21: domains you would still like to receive and file emails from,

04:24: it would then need to be added as an "approved" sub domain by your admin.

04:29: The next option you will see in your list is "Report filing issue".

04:34: For instance if you see Fresh Memory suggesting a project that has nothing to do

04:38: with your email at all,

04:39: that can then be reported to us so we can improve our software.

04:44: After selecting,

04:45: you will see a "What was the problem?"

04:48: question with a dropdown.

04:51: You can select what went wrong, add a description of the issue to send through to us

04:55: and then select "Submit Feedback".

04:59: The next option in your list is "Remove from Fresh Memory".

05:03: This suits something filed or imported by mistake.

05:08: The confirmation pop-up then explains that only the Fresh Memory copy is affected

05:13: and that your email stays in your Outlook mailbox.

05:17: Your next option is "Settings".

05:21: Here you can see any auto-file rules linking an Outlook folder to a project or overhead,

05:26: overhead.

05:27: and "Add rule" can be used to create another.

05:31: You will also see the support email address that can be selected if you need any

05:34: help or run in to any issues.

05:38: "View Logs" sit at the bottom,

05:40: these logs can be requested by support when you experience issues from time to time.

05:46: Lastly, "Back to Quick File" returns you to the main panel.

05:51: Next we are going to be looking at how to ask questions in regards to your filed

05:55: emails.

05:57: There are two methods of getting to the agent asking feature,

06:01: the first of which is to simply select the "Ask or Search Fresh Memory" button.

06:06: The second way is to open your menu and select "Open Admin Portal"

06:12: Then,

06:13: once in the admin portal,

06:14: you can go ahead and select "Email Search".

06:19: The asking dashboard displays are the same, whether you are in the admin portal or

06:23: not.

06:25: Firstly,

06:26: you will see an area for typing and asking the questions you have.

06:31: Tags can be selected as a filter to narrow down the answer to particular kinds of

06:36: correspondences.

06:39: You are also able to select multiple tags to further refine your search.

06:44: "All Projects" at the top left can be selected to limit your search to certain

06:49: projects or overheads.

06:52: You are also able to search for a project by name rather than scrolling through the

06:56: full list.

06:59: A date range can also be selected to focus the search on a particular period.

07:05: The options run from "This Month" through to "Last Financial Year",

07:09: with "Custom" being available if you need a specific set of dates.

07:14: "Browse" lists every filed email matching the question you asked and the filters you

07:18: have set.

07:20: This is useful when you would rather look through the correspondence yourself than

07:24: ask a question about it.

07:27: The "Search across all projects" bar can be used for a straightforward keyword search.

07:33: Answers and results both link back to the underlying emails,

07:37: so the original email is always a click away.

07:41: This article has now guided you through managing email filing,

07:45: email restrictions and asking questions in Fresh Memory.