GrexIt: Turning Business Email Into an Internal Knowledge Base

Most of our business decisions, it seems, are made in our inboxes. We research the best tools for our job, contact customers, discuss plans with coworkers, and more, all via email. Many of us use old emails for references, too, and I find myself searching through Sparrow for old emails with important information all the time. Often the emails I’m looking for contains info that would be important to my whole team, such as information about our upcoming plans or perhaps credentials for an app we use.

GrexIt is a solution that lets you unlock the emails in your account and share them with your whole team. Everyone on your team can send the important emails that the whole company needs to know about to the GrexIt repository, where they can easily be ready by anyone on the team, anytime. It’s an interesting solution for making email more social for businesses.

Business Email Doesn’t Have to be Isolated

With all of the plans, research, and team info in you and your team’s inboxes, there’s tons of business info already written down that could make your company’s work flow smoother. Rather than having to pester a coworker for the invoice or schedule they’d received, these emails could be located by any employee through GrexIt. Sure, you wouldn’t want all of your coworkers snooping through every email you’ve sent. That’s why GrexIt lets you save just the emails you want to the central repository, so you and your team can all see those important emails that would make sense for anyone in the company to read. You won’t have to constantly forward emails to others, and even if someone leaves the team, everyone else can still use their shared emails.

GrexIt

GrexIt only works on Google Apps accounts right now, so you won’t be able to use it if your company uses Exchange, standard @gmail.com, or other email options. If you’re using Google Apps with your own domain, and your team usually uses Gmail right from their browsers, you’ll find it easy to get started with GrexIt. Your Google Apps administrator will just need to sign in and authorize GrexIt for the company domain, and enable it for any of the emails and groups on the account. GrexIt has an automatic 1 month free trial, and after that only costs $1/user/month, so its very affordable to get your team onboard.

Authorizing GrexIt for your Google Apps Account

Putting GrexIt In Your Google Apps Gmail

Once your company’s Google Apps domain has been setup with GrexIt, each employee will need to login to their own Google account in GrexIt, and then install the browser extension for their favorite browser. The download page shows a number of tips and tricks for getting started. Don’t get overwhelmed with all of the steps; you’ll only need to get the extension installed now, and possibly restart your browser or reload Gmail, and then you’ll be ready to go.

Install the GrexIt extension in your browser and learn more about it

Once your account is setup and the extension is installed, you’ll see a new Send to GrexIt button on the bottom of your emails or in the top right beside the print icon. When you’ve received an email that your whole team should see, or that you want to archive as a business record, just press the Send to GrexIt button. You can then add tags to the email, or let it import the tags you’d added in Gmail, and the email will be safely stored in GrexIt for your team. You could now delete it from your account or archive it with the tags you want. Either way, the info in that email or conversation will be safe.

Sending an email conversation to GrexIt is simple

Back in GrexIt, you’ll be able to browse through all of the emails that you and others on your team have added to GrexIt, complete with all of the emails in the conversation, and any attachments that may have been included. You can sort the messages by tag, or by who sent them to GrexIt. Alternately, you can search for emails right inside GrexIt, or inside your standard Gmail search with the browser plugin installed. It makes accessing emails you and others archived together in GrexIt just as easy as seeing any of your other Gmail emails.

See all of the emails your team has added to GrexIt from a centralized location

Taking it Further

GrexIt works great as an email archive for your team, but it goes beyond that. In your GrexIt settings, you can choose to have GrexIt automatically import any emails that come into your Gmail account with certain labels. That way, you could automatically, say, send all of the invoice emails you receive to GrexIt, so your finance team can easily see them without having to bug you for a copy. Or, if you have older emails in a PST file, you can import them into GrexIt as well, making it easier to move your team from Outlook to Google Apps.

You can also add rich notes onto any of the email conversations in GrexIt with a unique wiki on every conversation. This way, you can make sure it’s obvious to the team why this conversation is important, and perhaps add extra info that would be useful for other employees. You can then restrict access control in GrexIt, so you can keep some employees from seeing, say, shared info from management. Finally, you can export all of the emails your team has saved in GrexIt in HTML format, so you’ll always have access to your team’s data.

Search through emails, and add rich notes via a wiki on each conversation

Conclusion

GrexIt is a unique solution to help free information from inboxes and help teams collaborate and work together with email more effectively. It’s not something every team needs, but if your company has been bogged down with long forward lists and has struggled to find invoices and more among all of your company’s inboxes, GrexIt might be the solution you’ve been looking for. It’s priced attractively and works great, so if your team is using Google Apps and wants a better way to work together with email, be sure to give it a try.


Summary

Share important emails internally with your team from Google Apps, so everyone can see the important email threads and information that would otherwise be locked away in individual users' email accounts.

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