1. Overall Overview of Postbox

  1. What It Is: Postbox is a specialized view of incoming emails in the DMS system, arriving at addresses configured in the settings.
  2. Why It Is Needed: It allows you to easily work with emails (documents), see their current status, and perform standard operations related to moving and processing.
  3. Who Uses It: All Patricia Browser users, particularly those responsible for distributing and processing incoming emails/documents within the company.

2. Main Actions with Emails

  1. Process/Stop Processing

    • Purpose: Mark a document as “in progress” or cancel this mark.
    • When To Use: If you begin analyzing an email or want to pause your work so other team members can see its status.

  2. Attach to Case

    • Purpose: Transfer (save) an email into one or several cases.
    • When To Use: When the email becomes part of a specific case or project.

  3. Open Tasks

    • Purpose: Opens the “Tasks” page of the current email’s case in Patricia Browser.
    • When To Use: If you need to view the tasks related to the case to assign work or verify completed items.

  4. Open Diary

    • Purpose: Opens the “Diary” page of the current email’s case in Patricia Browser.
    • When To Use: When you need to review the event log or notes related to the case.

  5. Open Case

    • Purpose: Opens the current email’s case page in CaseBrowser.
    • When To Use: For a detailed view of all case information.

  6. Mark Done

    • Purpose: Mark the email as processed and remove it from the Postbox view (this action is irreversible).
    • When To Use: When the email is fully processed and no longer needs your attention.

  7. Delete Document

    • Purpose: Delete the email (document) from the system.
    • When To Use: In case of an erroneous or irrelevant email that does not need to be saved in any case.

  8. Print Document

    • Purpose: Print the email.
    • When To Use: When a hard copy is required.

  9. Download Document

    • Purpose: Save the email (file) locally to your computer.
    • When To Use: When you need a local copy to store outside the DMS.

  10. Set Category

    • Purpose: Assign the email to a specific category (for example, “Important,” “Urgent,” or another category created by the administrator).

  11. Set Tags

    • Purpose: Add additional tags (labels) to the email.

3. Additional Features

  1. Quick Filtering of Documents

  2. Link to the Term List in Patricia Browser

4. Rules for Displaying Emails

  1. Default Emails: If the user has not selected any additional filters in the settings, Postbox displays:

    • Emails that have not been saved to any case.
    • Emails arriving in cases where the user is part of the working group for that case (user role and availability are configured in Patricia).

  2. Switching to Other Views:

    • The user can switch to other users’ Postbox views, if they have access to do so (useful for managers or assistants).
    • It displays emails that the switching user has permission to view.
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