How can we divide up emails?

[nickster2402]

Hello,
In our business system there is an external site that allows people to send us online orders to an e-mail address. The problem is, they all go into the same email account. We receive too many orders for one person to manage them all. If we set it up so the emails go to all accounts, there is no way to no who filled what order. Is there any way to solve this?

 

[Ijack]

If you access the email account via IMAP, you could create folders for each of the people who might deal with an email. When the person choses the message to deal with they immediately move it from the In Box to their folder, and then process it. (It's best to do the move before processing to avoid the situation where another person might open the email whilst the first one is dealing with it.)

With IMAP the changes are reflected in all clients accessing the mailbox, so they will always see a consistent view of it. You end up with the email in the folder of the person who processed it.

 

[hang-the-9]

Setup an entry level position who's job it is to sort and assign the email orders to those that will work on them. They will keep track or who did what. And will keep people from picking easy things for themselves.