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Question

Searchable digital mailroom for employees


I’ve got a team of 44 people. These include, sales, account managers, accounting team, claims, etc. We use a database to house our client’s data but we have issues with email. It takes a bit of time to attach emails to the database and sometimes people like sales don’t because they’re working from the field. I’d like to find an easy solution. Here’s my idea, let me know if it exists. I’d like for my entire team to BCC a general email address like mailroom@….. These emails are all stored in the cloud and searchable using an LLM. My entire team would have access to this cloud and could search for important emails relevant to what they’re doing.

 

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2 replies

JammerS
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  • Zapier Staff
  • 2259 replies
  • January 17, 2025

Hi ​@plyons,

 

Welcome to the Community.

 

Your idea is feasible and involves using an email platform with BCC functionality, a cloud storage platform for organizations, and Zapier to automate saving emails. Set up a general email address like mailroom@... for BCC on team correspondence. Use a cloud storage platform like Google Drive or Dropbox to store and organize the emails. Then, create a Zap that triggers new emails and uploads them to the cloud storage. Ensure your team has access to the storage folder for easy searchability. Keep in mind Zapier's task limits when implementing this solution.

 

I hope this helps. Let me know if you have any other questions.


SamB
Community Manager
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  • Community Manager
  • 7396 replies
  • February 19, 2025

Hey there, ​@plyons 👋 

How did you get on with Jammer’s suggestion here—were you able to set up the desired workflow for your team?

Let us know if you’re stuck or have any more questions! 🙂