ICON System Mail

Web-based email systems started to become widely adopted in the mid 1990’s.

These days there are many available which are in constant use by millions of people around the world.

All systems have the same basic functionality such as an inbox, a sent items folder, address book etc. allowing users to access their messages wherever they have access to the Internet rather than just when they are at their own PC or laptop.

The core functionality of ICON System Mail is very similar to any other web-based email system. An extended set of functionality integrates the Mail system with the rest of the ICON System.

In consultation with existing clients and users, ICON underwent a process review and analysed how users work with the ICON System on a day-to-day basis, looking at all the common user and administration tasks that are undertaken. From this a requirements specification was created that brought together a feature-rich list of functionality that the users wanted.

The end result, the ICON Mail system, simplifies and logically structures a number of the day-to-day user and administrator tasks into one simple interface.

For users, tasks such as sending, reviewing and signing off documents is all straight forward. For administrators dealing with tasks such as granting multiple users access to projects can be dealt with a couple of mouse clicks.

The ICON System Mail functionality provides a web-based:

• Inbox

• Address book

• Calendar

• Tasks system

• Feedback system

• Mailshot

• User access management system.

This functionality integrates with all the ICON System solutions.

Inbox

The messages section provides a single location for all messages sent to an individual via the website.

Users can:

• Use a number of options to search for messages

• View all messages within an ‘All’ folder

• View messages of a certain type within subfolders, such as announcements, change requests, projects and  feedback

• Send and forward messages to other users, with or without attachments

• Delete and restore deleted messages

• Flag messages as read, unread or important

• Create personal message distribution groups

• Create customisable message footers.

Address Book

The address book allows simple viewing of company, user and property contact details. It is split into four tabs:

1. User contact information

2. Company contact information (including suppliers)

3. A property address book

4. A personalised address book where users can add favourite contacts.

Google Maps functionality is utilised to display location details. There are search and filter options to help get to information quickly.

Calendar

The calendar consolidates tasks, events and reminders into a single location.

Users can:

• Add events to the calendar

• Personalise their calendar view

• Share events with other site users.

Administrators can:

• Set site-wide events, such as bank holidays, recurring meetings and website maintenance

• Set site specific default settings. 

Tasks

The tasks system allows enhanced tracking of tasks and documents issued. It provides at a glance indication of tasks requiring action. It also allows project managers to easily handle multiple system access requests and notifications.

A task is considered to be anything that requires a user response; including, but is not limited to:

• Managing multiple project access requests

• Electronic Signoff

• Documents issued for approval

• Change requests issued for processing, approval or publication

• User Registrations

• Heatlh and Safety file transfer wizard

• Document notifications, project access requests.