Shared email with team - tag management
Nai
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brucine Posted messages 24980 Registration date Status Member Last intervention -
brucine Posted messages 24980 Registration date Status Member Last intervention -
Good evening everyone!
I am currently using Thunderbird to manage my emails.
The main inbox is accessed by the entire team.
I have been using tags for a long time (notably with the Tag Toolbar extension).
Of course, the tags are associated with my Thunderbird, not on other computers.
How can I assign a tag from my Thunderbird that is visible on other computers (and vice versa)?
For example, I consult and process an email and assign the tag "Processed."
I would like my colleagues to see the information "Processed" for that email from their computers.
Thank you in advance for your help!
Configuration: Thunderbird 91
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Best regards,
Naï
P.S.: I keep track of all my unresolved topics, so if you have a solution, I will definitely read it :)
I am currently using Thunderbird to manage my emails.
The main inbox is accessed by the entire team.
I have been using tags for a long time (notably with the Tag Toolbar extension).
Of course, the tags are associated with my Thunderbird, not on other computers.
How can I assign a tag from my Thunderbird that is visible on other computers (and vice versa)?
For example, I consult and process an email and assign the tag "Processed."
I would like my colleagues to see the information "Processed" for that email from their computers.
Thank you in advance for your help!
Configuration: Thunderbird 91
--
Best regards,
Naï
P.S.: I keep track of all my unresolved topics, so if you have a solution, I will definitely read it :)
5 answers
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Hello @Nai,
I understand what you want to do, but since each Thunderbird for your team members is independent of the others, the only thing that connects them is the shared online account. Therefore, this information needs to be conveyed through the online account in one way or another.
For example, when a topic is handled, forward the processed message to your team with a notification "handled," and each Thunderbird that receives it can then have a filter that says: If the content contains "handled," apply this tag to the message.
Thunderbird is an excellent product, but it is not a cooperative processing tool as I imagine Microsoft Exchange to be.-
Thank you for your complete and clear response!
Thunderbird is an excellent product, but it is not a collaborative processing tool like I imagine Microsoft Exchange to be.
I really like Thunderbird and would first try to find a solution with it ^^
As I really need a solution on this matter, I would consider Microsoft Exchange if no one has a solution.
I would look into the latter out of curiosity alone ^^- Good evening,
We might be able to work around the difficulty with Thunderbird by hosting the shared account on a network profile hosted either locally by a server or on a PC serving as such, but we risk being kicked out if multiple users connect at the same time.
If we need to break the piggy bank (in plain terms, if Thunderbird doesn't do the job), it will depend on the number of users since Exchange operates on a monthly subscription basis per user.
An alternative is The Bat! which allows pretty much all the fanciful features including that one, as long as the Pro edition offers a network folder; I've never tested this option with many users present, but under those conditions, the difference between the Pro version and the Batpost version with 50 licenses isn't that significant.
https://www.ritlabs.com/en/products/thebat/order.php - Thank you for this response!
I have a starting point ^^
"by hosting the shared account on a network profile hosted locally by a server"
Any server of the WAMP type? Is there a tutorial or guide to set this up?
"If it’s necessary to break the piggy bank (in other words if Thunderbird doesn't do the job), it will depend on the number of users"
Here we are talking about a maximum of 10 people (or rather 4 to 5 simultaneous connections).
A local solution, if a native solution (with possible extensions) is not available, would suit me better than another software ;) - Hello,
Before I forget, another solution that is even more detestable in a professional setting than for an individual is to access this shared email address on the ISP's webmail (which requires that everyone has the password): some of these webmails offer the possibility to create subfolders in the inbox, so you just need to create a "processed" folder and move the relevant emails there.
Regarding the "network" installation, this is not a real server since, to my knowledge, there is no version of Thunderbird specifically for a server OS.
The catch is that you won't be able to connect simultaneously as it would be impossible to open Thunderbird n times at the same time, meaning that each user would have distinct connection windows, which is rather awkward.
Therefore, it's just a matter of creating a folder on one of the machines intended to contain the shared Thunderbird profile, obviously sharing this folder over the network, and then accessing this profile from the other machines.
I can't find any recent image documentation; there is an old one for XP machines here, but the principle remains the same:
http://www.6ma.fr/tuto/thunderbird-profils-en-reseau-local-entreprise/
It should then suffice for each client machine to point to the same profile name on the remote machine, but in this specific case, it is necessary to overwrite the existing email data with that of the shared account already on that machine as follows:
https://support.mozilla.org/fr/kb/profils-thunderbird-conserve-donnees-utilisateur
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Hello @Nai,
It’s simpler:
- Set up the account in IMAP on each machine so that the synchronization of this protocol continuously updates them with what is on the account and any changes in organization in Thunderbird are reflected on the online account.
- Create a "Processed" folder in the account, and therefore in Thunderbird as well, possibly with subfolders.
- When an incoming message is processed by one or the other, move it to the "Processed" folder in their own Thunderbird. This folder change will be reflected on the online account, and thus on all other Thunderbirds thanks to the IMAP synchronization.
- On each Thunderbird, use the appropriate filters to apply the desired tags.-
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Absolutely!!
I will try that!
I am currently set up in POP, I'm going to change that ^^
Then, can we indicate:
IF email tagged "Processed", THEN move email to folder "Processed" - For unprocessed and untagged emails (new emails, Thunderbird -> IMAP)
Then,
IF email in folder "Processed", THEN apply tag "Processed" - For processed, moved, and tagged emails (IMAP -> Thunderbird).
On computer 1 -> I receive a new email, I process it and tag it "Processed" -> It is sent to the processed folder on computer 1
On computer 2 -> The processed email will be in the "Processed" folder, but not tagged. It therefore needs to be tagged.
Does that sound crazy to you?- @Nai,
It seems possible to juggle with the filters.
I'll let you look into it a bit because it's possible in the filters to move an email from one folder to another if the label is this or that and to execute it every 10 minutes.
To switch an account from POP to IMAP, see this guide:
https://communaute.orange.fr/t5/mon-mail-Orange/Red%C3%A9finir-un-compte-Thunderbird-en-IMAP-pour-tranfert-des/m-p/2168024/highlight/true#M171956
Start by creating a "Processed" folder in the online account so that it gets created in Thunderbird.
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Hello!
So here we go, I'm starting the setup.
In the Webmail, I created a Label "Processed" -> It creates a folder (for Gmail, a Label = a folder).
In Thunderbird, I apply the tag "Processed" and then the filter: if mail tagged "Processed" THEN move to folder "Processed".
Then, I need to retrieve the tags from other processed emails.
How to apply a tag to emails in a folder?
IF mail in folder "Processed" THEN apply tag "Processed"?
As it stands, the emails are well moved, but not tagged :(
Thank you! :)
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Best regards,
Naï
P.S.: I monitor all my unresolved topics, if you have a solution, I will definitely read it :)-
Hello,
It's apparently redundant, since the emails on the webmail have been moved to a Processed folder that has itself been imported into Thunderbird.
I’m not very familiar with Thunderbird, but I don't believe you can add a tag if the reception is directed to a specific folder, and of course, regarding received emails, it's not possible to assign a keyword that would be filtered. -
"It is seemingly redundant"
Yes and no. It is on the same account. Not on two different accounts.
If I mark an email "Processed", it will be correctly moved to the Processed folder and labeled in TB.
But on the colleague's account, the email in question will indeed be in the Processed folder, but not labeled :/
It is this last point that I am trying to address :/
I just applied the following filter: IF Label Does not contain Processed, THEN Label Processed. Well, it should have been applied only to the "Processed" folder, but it was applied to everything instead :(
Can I indicate that THIS filter should only be applied to THIS folder? Yes, manually. But automatically?
Thank you for your feedback :) -
Hello,
As you acknowledge yourself, your Thunderbird folder will synchronize in IMAP with the webmail, resulting in your collaborators having a "Processed" folder.
But I don't really think it's possible (except for a local mail server) to additionally label the messages in question a second time as "Processed," on one hand because each user has their own local Thunderbird, and on the other hand because, to my knowledge, such a filter is not available, and finally because, no matter what we do, Gmail will interpret any additional labels as just more folders. -
Thank you for your response! :)
"(except for local mail server)"
I think I understand that using a local mail server would be the solution.
But here, I'm completely clueless.
If I understand correctly, the idea is to redirect all emails to this local mail server in order to be able to process emails locally on all workstations (with labels and everything)?
How do we do this? Does there need to be a PC constantly on? Can the server be configured in my Livebox?
Thank you in advance for your answers :) -
This is a topic where I am not an expert, the box has nothing to do with it.
It can be purely local, which means that an email software is installed on one of the PCs, which in fact is the only one processing the emails, and that the others connect to it as clients via the local network, so it can be installed on a network and allow multiple users to work simultaneously on this centralized software.
Thunderbird does not allow for this, and to my knowledge, there is no free software solution.
This would therefore lead to changing email software; The Bat! has, as I mentioned earlier, a fairly inexpensive network solution for a few workstations (and allows for all sorts of creative possibilities, which is what we ask of it), and there are surely others.
There are paid solutions (for example, via Outlook plus Exchange, I don't know much about this topic) or free Open Source solutions (the most well-known is Zimbra) but which go through a Cloud.
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No,
The email software can be installed on any machine as long as it is a single one, which, fortunately, can continue to live its life.
It just needs to be software that accepts being installed on network-accessible multi-posts, regardless of the OS as long as it is compatible.-
Ah! I didn't understand anything :/
Our computers are all running Windows (different versions).
Which software do you recommend? Free ones ^^
Does the chosen software need to be installed on all computers? But where are the emails stored? On a "main" computer?
What happens if that computer becomes inaccessible (update, shutdown...)
I'm going to open a dedicated topic. As I shouldn't be the only one working in a team and wanting to keep using TB ^^ -
There isn't anything free, particularly Thunderbird, which cannot be installed on a network.
The software is installed on all machines, but emails are only stored on one (otherwise, there would be no point), and of course, if you want to receive your emails at night, that PC has to stay on (but this isn't an exception in the corporate world; yesterday or sometimes even today, it was the Fax, same principle).
When a private individual schedules a Windows update (usually at night), the PC stays on, but for 2 or 3 hours, there are no emails (or Faxes).
I had previously suggested The Bat!; in its Pro network version for the number of machines you’re interested in, it costs around €60 if I remember correctly. -
A priori, TheBat! server version is called BatPost.
So I installed BatPost: https://www.ritlabs.com/en/products/batpost/download.php (BatPost v3.80).
I believe BatPost is installed correctly.
Now, the configuration :-O -
Oh yes, I’m getting old, it indeed changed its name.
I also have a Pro network version but I’ve never installed it except locally.
The documentation is generally well done but in English; if you look a little and if the interface is British, you’ll find a French.lng file and get back to me if the settings annoy you. -
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