The purpose of the MailBox application is to provide a good communication between all users of the system and to provide a higher security level.
The MailBox is an internal, system-dedicated application, which means that users can easily communicate with each other and exchange e-documents and files within the system. It includes facilities such as the possibility to send e-documents used within the system, as well as files from the computer’s hard drive. The user can also receive e-documents as mail attachments, perform various operations with these documents and then (re)send the modified version.
Every organization has its own private mail server for business purposes. The SOClass system can use that business mail server in order to extend the built-in MailBox functionality with the help of the SOClass External Mail module.
The SOClass External Mail module can be very helpful in the following situations:
- When someone needs to access a certain e-document, but has no access to the SOClass system at the moment. That person can ask a logged in SOClass user to send that e-document as an attachment to the external business mail account. This way that person can access the e-document by simply checking his/her business mail account.
- When someone needs to be notified about certain statuses of a document. This way there is no need that person to be permanently logged into SOClass for just waiting for information about operations, related to that document. The respective operation or rule would automatically send notification via the external mail server when the special document status or other changes occur.
- When sending/receiving a document scan or other media as an attachment to/from an external mail user within the organization.
The main idea of the SOClass External Mail system is not being completely “external” like sending mail to a public mail server like Gmail or Yahoo, for example, but just extending the functionality of the built-in mail system of SOClass in order users in an organization to be able to exchange information more easily, but the information to still stay confidential and securely kept within that organization at the same time.
The Mail Role is a management application designed to provide a user friendly interface for setting restrictions over the mail attachment types available to the users belonging to a certain Business Unit.
Using this application the system administrator can set the allowed mail attachment types per Business Unit.