Getting Started
Search & Discovery with CMap Mail Training Lesson Link and Transcript
Lesson Transcript:
Hello, and welcome to the Search and Discovery with CMap Mail Academy course.
My name is Tom and I'll be your AI trainer today!
In this lesson, we will cover:
What Search and Discovery is
How to access Search and Discovery
How to search for filed emails
And finally, how to view confidential emails
OK, let's dive in and take a look at what CMap mail Search and Discovery is.
CMap Mail Search and Discovery is where you can view and search the emails that have been filed to your projects.
It ensures you have a complete and trustworthy record of your project communications for compliancy purposes.
It not only stores filed emails but also captures key details, such as sender, recipients, and any attachments, giving you easy access to the full history and audit trail of your project emails.
With powerful search capabilities, you can quickly find exactly what you need, eliminating the frustration and time lost in manual email searches.
Whether you're tracing a decision, checking who was included on an email thread, or locating key attachments, search and discovery helps you to work more efficiently and accurately.
Once you've found the information, you can instantly download or forward emails right from the Search and Discovery interface, making it easy to collaborate with others and share critical updates without delay.
And finally, search and discovery provides a centralised and organised location for all your project emails, designed to be intuitive and easy to navigate, ensuring full visibility and transparency by removing siloed conversations.
This means you're never more than a few clicks away from the information you need, helping your team stay aligned, informed, and in control.
OK, now we understand what it is, let's look at how to access Search and Discovery
There are several ways to access the Search and Discovery interface:
If you have CMap PSA, you can access search and discovery directly within your CMap project via the 'Mail' tab. This will automatically show the emails that have been filed into this project.
In order to see and use this 'Mail' tab, you will need the Project Mail permission switched on for your CMap Security Group. This can be done for you by a CMap admin.
If you do not have CMap PSA, the recommended approach is to use this URL: discovery.cmapmail.com. You could also favourite this page for easy access in the future.
Alternatively, you can use the 'Go to CMap Mail' button' on the CMap Mail interface in Outlook
OK, so now we have covered how to access CMap Mail Search and Discovery, let's take a look at how to view and search for filed emails
Firstly, on the Search and Discovery interface, select the projects you want to search.
If you want to search across all projects, you do not need to select any projects from the dropdown.
Then type your search criteria into the Search Emails field. This could be a word, term, or even a contact name.
Here you will be shown your search results. You can use this toggle to change the view of the filed emails.
This will organise the email information into columns.
If your search returns multiple emails, you can use the discovery tools to filter the results.
So for example, you could filter the results by a certain tag, or by a specific timeframe.
To remove the filters, you just need to select the funnel icon with the 'x'.
You can also stack your filters for a more advance search. For example, you could search for a specific contact name, and then filter the results with a term or word from the subject line, allowing you to drill down to find relevant results quickly and effectively.
Once you've found the email you've been searching for, there are some actions you can take.
If you click the download button, a copy of the email will be downloaded as an .EML file, and if the message forms part of an email thread, all of the messages will be included in the download.
If the email has accompanying attachments, you can choose to download or preview them.
You can forward the filed email by selecting the 'Forward' button. This will create a draft email in your Outlook. From here, you can add your comments or notes before sending it on.
For our CMap PSA users, there's no need to come out of CMap when searching for your filed emails, as you can do this directly within your instance.
If you need to quickly access and search the emails of a specific project, you can use the 'mail' tab on the project menu.
As the CMap project and mailbox are connected via our integration, the Mail tab will automatically display the emails that have been filed to that project, so you don't need to manually select a project.
You can then use the search and discovery tools to locate the emails you need.
Embedding emails into CMap means you no longer need to switch between platforms to view and search your filed emails.
Making it easier and faster to find what you need - saving you and your team time and effort in the process.
Finally, let's take a quick look at how confidential emails are managed on CMap Mail Search and Discovery.
Just as a reminder, you will need confidential permissions in order to view emails that have been filed as confidential. These permissions can be assigned on a project by project basis.
If you need these permissions, contact a CMap Mail admin about getting them assigned.
To get to your confidential emails, Firstly, you will need to select the appropriate project using the drop down list provided.
Next, you will need to click the "Show Confidential Emails" button, which will direct us to the confidential emails area.
From here, you can use the discovery tools to further refine the results.
To switch back to the normal view, you just need to click "Show Regular Emails".
Ok, so let's recap on what we've learnt in today's lesson.
We learnt what CMap mail search and discovery is, and why it is important
We looked at the various ways to access it
We also learnt how to search for filed emails, including within CMap, and how to utilise the discovery tools
And lastly, we covered how to access confidential emails
We hope you've found this lesson useful, and will look forward to seeing you again very soon.
Thank you for watching.