Navigating through a bunch of filters to reach the emails you need to see is painful. And when you have to do this every few hours, it starts getting on your nerves.
Let’s say you manage a team of support reps. You’d want to always be on top of emails so that your customers never have to wait for too long. You would want to know how many and what type of emails in the support@ inbox is still waiting to be taken care of.
But what if you wanted to find all the Open emails from your accountant that Sam has to work on? For those three conditions, you’d have to filter emails more than once.
And then imagine doing it for 10 people every day. That’s surely going to get frustrating. And your team is only going to grow bigger. It’s not going to be easy.
And that is why we decided to build Views – a combination of filters that you can save – and then access in a single click.
Views let you create groups of emails that match conditions: Assignee, Status, and Tags.
The idea is to put an end to the incessant filtering that fast-paced teams are forced to resort to every day.
You can create two types of Views:
- Private – the ones that are visible to just you (such as a View for seeing your everyday workload at a glance)
- Shared – the ones that are visible to the entire team (such as a View for all support emails that are still in an Open state)
Here are a few ways you can use Views:
Think of all the times you had to search through your shared inbox for emails of a certain type – you can create a View for pretty much all of them.
1. Staying on top of emails from strategic accounts
Say you manage a team of account managers and want to stay abreast of all the ‘Open’ emails from your strategic clients that Susan is supposed to handle.
We are sure you use the Tags to label emails from your big accounts as VIP or Priority.
Now, you can go ahead and create a View with the combination of three filters:
- Tag: Priority
- Status: Open
- Assignee: Susan
Every time you want to see an email that matches the three filters, all you have to do is click the View from the Gmail right side panel and you’re good to go.
2. Knowing your workload for the day
Say you are a part of the Finance team and you process every invoice that comes in. And you’re also tired of sifting through the shared inbox and filtering Tags to finally arrive at the emails with the invoices.
You can now create a View with the combination of these filters:
- Tag: Invoice
- Status: Open
- Assigned to me
Not just invoices, you can create Views for the orders you have to process, or the reimbursements you have to clear.
3. Keeping up with order deadlines
Imagine you’re running the Operations team and you want to ensure that every order is executed on time.
Let’s say Mark from your team is responsible for processing the emails from the shipping client and you’d want to check every morning how many new orders have come in. You can create a View with the following filters:
- Tag: Shipping client
- Status: Open
- Assignee: Mark
Isn’t that a pretty neat way to stay on top of your orders?
4. Accessing emails assigned to you across shared inboxes
A lot of people are a part of more than one shared inbox. It’s a typical scenario in small companies where everyone dabbles with everything.
Now how do you access the emails assigned to you? You open every shared inbox you’re a part of and enter the ‘assigned to me’ section, right?
With Views, you can bring all the emails assigned to you from across shared inboxes in one place.