1. When writing an email, never type the email address manually in the ‘To’ field
This way, no relation gets linked to the email. Instead, link a relation (create it if it’s not in the system yet) because when a relation is linked, the email address is automatically filled in. More convenient!
2. Always remove the email from the mailbox when archiving
When saving an email, remove it from the mailbox, otherwise it will end up in both the mailbox and the archive. This can lead to confusion, pollution of data, and duplicate work.
4. Do not create email folders
Mailboxes contain ‘Drafts’, ‘Sent’, ‘Spam’ and ‘Trash’ as folders by default. Other folders are not necessary because this encourages unprocessed emails to remain for a long time. For a correct procedure within the system, processed emails must be archived.
Where Microsoft Outlook and the like see the emailbox as an archive folder, BaseNet uses the “Archive” (formerly called “Documents and E-mails”) screen under “Correspondence” for this.
5. Do not load your standard email template automatically (it is a personal setting)
When the template loads automatically, data from the relation and/or project is not included, because this happens before a relation/project can be linked. Moreover, this makes choosing a different template much more difficult. Manually loading a template can be done with a single click.
6. Do not hide too much information using access levels
Access levels must be determined at project level. Everything that is linked to the project will then receive the relevant level of access.
Initially, everything should be saved with access level ‘Everyone’, so that the relation and project history is complete for everyone as needed.
