Files

A file is where I collect everything about one matter with several people involved – emails from all accounts, facts with sources, documents from Drive and the current status. I assign new emails myself and ask when I'm unsure.

Some topics stretch over weeks and many emails: building a house, a client mandate, an audit. That's what Files are for.

What a file contains

What it is about / goal and Current status. I update the status when a new email changes something.
People involved: people or whole companies (@company.com).
Facts with sources: agreements, prices, deadlines, commitments, responsibilities. Each fact shows which email it came from. If a new fact contradicts an old one, you decide: New applies or Old applies.
Timeline: all assigned email threads, from all your accounts.
Documents from Google Drive.
Notes: what I should know about this file.

I use this knowledge for suggestions and replies. When you ask me to write to someone in the file, I know the background. "Send him the latest quote" attaches the matching document from the file.

Create a file

From an email: in the Front office or the email view, tap New file. I read the thread and suggest a name, goal, status, people and keywords. The email is assigned right away.
By hand: on the Files page, enter a name and tap Create.
By instruction: "Create a file Starnberg house with Anna Berg." Or: "Note for the Starnberg house file: order windows only after the sampling." "Where do we stand with the Starnberg house?" works too.
On my suggestion: if someone writes to you in at least three threads within four weeks, I ask under Looks like a file. Create file or No thanks.

Pull in older emails with Find earlier emails. Assign a single email with Add to file.

How I assign emails

I assign new emails when the thread already belongs to the file, when a reference number from Keywords & reference numbers appears, or when the sender is involved in exactly one file. If I'm not sure, I ask whether it belongs, with Yes and No.

Documents

In the file, tap Choose from Drive and choose files or folders. The account needs Drive access once for this (Connect your calendar). I only see what you pick, never your whole Drive. I read the text so I can search it. The originals stay in Drive.

Sensitive files

If it's about health or something similarly personal, tick the option for sensitive topics in Edit profile. Then I only store references and your notes, no facts.

If something looks wrong

Wrongly assigned? Use Remove from file in the timeline. Remove a wrong fact with Delete. If you set the status to Closed, I delete the facts after twelve months.