Company emails and their inboxes can be viewed, in a sense, as one of the lifelines of an organization. However, with all the conversation happening among individuals within an organization and also with those outside, it’s easy for otherwise useful information to die inside inboxes, misplaced until it no longer matters because the people who may have use for it cannot access it.
This problem can stifle quick response to problems and the like and may even cost an organization its life as it also smothers innovation borne through efficient and productive collaboration.
GrexIt enables people within an organization to create an organization-wide repository of information which can be viewed, searched and organized company-wide via its Google App.
You’re probably thinking now that this also has the potential to become a nightmarish mess of a big shared repository for an organization, especially for one which has a lot of people involved. Thankfully, the makers of GrexIt have thought about that and included organizational tools to manage the repository efficiently.
Users can add email discussions to the shared repository easily by just clicking the “Send to GrexIt” button on their email windows. From there, they can categorize it via labels much like the labels that Gmail has. Once added, GrexIt follows future conversations in that email thread unless of course you tell it to stop.
Furthermore, after a conversation has been added to GrexIt, people within the organization can organize it by marking it with Shared Gmail Labels. Adding a conversation to GrexIt can also be done by forwarding emails to email@example.com.
Administrators can also set up rules to automate fetching of content from inboxes of people in the organization. Of course, the user will be notified and will have to approve in order for this to work.
As for privacy of information within the organization, administrators can limit who sees information based either on rules specified for people and conversations, labels applied to conversations, or a combination.
All this information stored in a company-wide repository will be useless, however, if people cannot see what they need. GrexIt provides an easy way to search through the repository by just typing in a keyword in a search box where you can also specify which labels to search within.
GrexIt is now available on the Google Apps Marketplace where you can try it out. It costs just $1 per user per month ($0.7 per user per month for education users) for 0.25GB space per user with the option of buying additional storage for $5.99 per 10GB per month. GrexIt also comes with a 30-day free trial.
Image 2 from JASElabs on Flickr (CC)