Email Management • CloudFiler
Next-Generation Email Management with CloudFiler
Organize and access every project email from any device
In industries like architecture, engineering, and construction – where projects generate mountains of emails – keeping communications organized isn’t just a luxury, it’s essential. CloudFiler is a cloud-based email management solution built to solve this challenge for project-driven businesses. It acts as an intuitive Outlook add-in that works on any device, transforming disorganized inboxes into structured email storage organized by project, client, or topic. Every important message is filed to a centralized email repository in the cloud, instead of sitting isolated in someone’s inbox. The result? Nothing critical gets lost, and your whole team (with the right permissions) can instantly access the emails they need. By making Outlook email filing easy and consistent, CloudFiler helps your firm tame email chaos and focus on getting work done – a game-changer especially for AEC firms and other project-based organizations that rely on clear communication trails.
File Emails from Any Device, Effortlessly
One-click Outlook integration with cloud convenience
CloudFiler brings email filing into the modern age of mobility. It integrates seamlessly with Microsoft Outlook – on Windows, Mac, web, or mobile – so you can file emails whenever and wherever you read them. Select a message, click the CloudFiler button, and it’s saved to a shared folder or cloud location of your choice. The tool even offers smart email filing automation: it learns your filing habits and suggests the right project folder for each email, turning a once tedious task into a one-click action. Because everything is powered by the cloud, these filing suggestions and actions stay consistent across all your devices. File an email from your phone on the job site, and your colleague back at the office will see it neatly organized in the project folder on their PC. This centralized email filing means no more duplicate or missed filings – every message ends up where it belongs. Your team can set up folders by project, client, or phase (whatever makes sense for your workflow), and CloudFiler ensures that every sent or received email gets to the right spot with minimal effort. For busy teams constantly on the go, this Outlook add-in is a productivity booster: whether you’re an architect visiting a client or an engineer in the field, you can file emails on the fly and keep the communication record complete without waiting to be back at your desk.
Blazing-Fast Unified Search
Instantly find any email across all projects and folders
CloudFiler doesn’t just organize your emails – it makes them incredibly easy to retrieve. All filed messages are indexed in a central cloud database, giving you a searchable email archive that acts like Google for your business correspondence. Need to find a particular email? Just type a keyword, name, or project into the search bar, and CloudFiler will scan all your email storage locations and pull up results in seconds. This business email search works across the entire company’s filed emails (restricted by permissions), so you can find that approval from six months ago or the client’s RFQ from last year no matter who originally sent or received it. Best of all, you can perform these searches from any device – a project manager on a tablet in a meeting can search the same comprehensive index that someone on a desktop can. Because CloudFiler uses one central index in the cloud (instead of scattered local indexes on individual PCs), the search is always up-to-date and lightning-fast. No more digging through colleagues’ inboxes or old PST files, and no more “I’ll have to wait until I’m back in the office to check that email.” With CloudFiler, every project email is at your fingertips when you need it. This not only saves time and reduces frustration, but also empowers your team to respond quickly and make informed decisions using the latest information.
Secure Archiving & Compliance Made Easy
Encrypted storage, role-based access, and flexible retention policies
Every email filed through CloudFiler is stored securely and compliantly, giving you peace of mind that sensitive information is protected. The system performs secure email archiving with enterprise-grade encryption both in transit and at rest, meaning your messages are safe from prying eyes or data leaks. Access to emails is governed by role-based security: you control who can view or search specific folders or projects. For example, you might allow only Partners or Project Managers to access certain confidential client emails. CloudFiler essentially acts as an email compliance tool for your organization – it keeps a complete, tamper-proof repository of communications, which is invaluable for meeting project documentation requirements or industry regulations. Need to retain all project correspondence for 7 years? Or ensure that employees can’t delete important emails? CloudFiler has you covered with customizable email retention and governance settings. Unlike ad-hoc solutions, it centralizes all your email records in one system, making audits and legal inquiries far less painful. Plus, CloudFiler offers flexible storage options: you can file emails to cloud storage (leveraging its fully managed secure servers) or to your own servers or SharePoint if your policy requires it. Either way, the system will index and make emails searchable across those locations without compromising security. This flexibility is especially useful for AEC and professional firms that may have contractual obligations to keep data on-premises or in a specific region. In short, CloudFiler ensures your company’s emails are not only well-organized, but also properly safeguarded and compliant – reducing risk and giving you confidence that your email records hold up to any scrutiny.
Fast Deployment, Zero Hassle – Backed by UNICCS
Cloud-based solution with quick setup and local expert support
With CloudFiler being a cloud-based service, getting started is quick and straightforward. There’s no heavy software to install on each machine and no servers for you to manage – the deployment is as simple as installing an Outlook add-in and connecting it to the CloudFiler service. As a certified CloudFiler partner, UNICCS handles the entire rollout for you, ensuring a smooth transition. We will help set up your filing structures (projects, clients, etc.), integrate CloudFiler with any existing file storage or SharePoint you use, and even assist in migrating existing email archives (like PST files or legacy systems) into the new centralized system. Our team provides training to get your staff up to speed quickly – though many find CloudFiler so intuitive that they’re filing and searching effortlessly on day one. Because UNICCS is based in Mississauga and deeply experienced with email management for AEC firms and other SMBs, we understand your unique challenges and speak your language. We’re just a phone call away whenever you need support or adjustments, and we’ll regularly check that you’re getting the most value out of CloudFiler. In essence, you get the best of both worlds: a cutting-edge cloud-based email management platform and personalized local service. There’s no hardware to worry about, updates happen automatically, and you can scale up easily as your team grows or projects expand. UNICCS takes care of the technical heavy lifting and ongoing maintenance, so you can sit back and enjoy the benefits – a more organized inbox, faster email searches, confident compliance, and a team that can truly leverage email rather than feel bogged down by it.
Ready to transform the way your company handles email?
With CloudFiler and UNICCS as your guide, you’ll turn email from a headache into a well-managed business asset. Contact us today to schedule a demo or consultation, and see how CloudFiler can deliver secure, organized, and accessible email for your projects – anytime, anywhere.
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