Mobile Solutions for Effective Email Management

Managing emails effectively is a challenge for many businesses, especially when teams work remotely, across time zones, or rely on shared inboxes. 

Emails often contain key documents, approvals, and client information, yet inboxes are not designed for long-term document storage or collaboration.

That’s where DocuWare’s mobile solutions come into play.

This blog covers the following key topics:

Email Management Challenges: Traditional inboxes and shared mailboxes are inefficient for storing, tracking, and collaborating on important business documents, leading to lost emails, poor visibility, and compliance risks.

DocuWare’s Mobile Solution: The DocuWare app enables users to store, search, approve, and manage documents securely from any device, streamlining email-based workflows and enhancing mobile productivity.

Improved Security and Compliance: With features like encrypted storage, access controls, and automated workflows, DocuWare offers a safer, more organised, and compliant alternative to relying on email folders.

The Problem with Email-Based Document Management

Email remains one of the most common ways to receive and share important business documents. But relying on your inbox (or worse, a shared mailbox) as your main storage system can lead to:

- Lost or buried emails
- Lack of visibility for team members
- No formal version control
- Poor security and data protection compliance
- Difficulty finding documents when needed

Shared mailboxes only compound the issue. Without structured workflows or proper indexing, tracking who’s seen, approved, or actioned a document becomes nearly impossible.

Read more about email management here.

The DocuWare App: Work from Anywhere

With the DocuWare mobile app, users can manage emails and documents on the go, no need to be tied to a desk or office. The app allows you to:

•    Search for any document using keywords, metadata, or filters
•    Store attachments and emails directly into the centralised document management system
•    Approve invoices, contracts, and other key documents with a single tap
•    Access secure, version-controlled documents from your smartphone or tablet

Whether you're at home, travelling, or working in the field, DocuWare ensures your documents are always at your fingertips.

Why DocuWare Is the Smarter Alternative to Email Folders

Unlike traditional email folders, which are static and limited in functionality, DocuWare offers:

•    Structured, secure storage for all documents
•    User-based access controls to protect sensitive data
•    Full audit trails showing who accessed or modified a document and in-built retention rules

Instead of sifting through a cluttered inbox or forwarding emails back and forth, teams can collaborate more efficiently in a shared, secure environment where they can easily see which emails have been pushed to the document management system and will drop into uniform business processes

Streamline Shared Mailbox Management

Shared mailboxes often lead to duplicated work, missed messages, and approval delays. With DocuWare, emails sent to shared inboxes can be automatically captured, sorted, and assigned for action without manual intervention. Documents are instantly accessible to relevant team members, complete with approval statuses and task assignments.

This not only saves time but also improves accountability and data accuracy.

Secure, Compliant, and Designed for Modern Work

Security and compliance are top priorities for any organisation. Storing business-critical documents in email folders isn’t scalable or safe. With DocuWare:

•    All documents are encrypted in storage and during transmission
•    Permissions can be tailored to job roles or projects
•    Documents are stored in accordance with GDPR and other regulatory standards

You gain complete control and visibility over your document lifecycle, no matter where your team is based.

Transform the Way You Manage Email Documents

DocTech help organisations across the UK ditch inefficient email practices and move towards structured, secure, mobile-ready document management. Whether you're a small team or a large enterprise, we aim to give you the process advice and  tools to manage documents efficiently from any device, at any time. 

Ready to take email management mobile?

Watch our where to get started video HERE or contact us today to book a demo and see how DocuWare’s mobile app can revolutionise your workflow.

See our most recent blog update - How DMS Simplifies Audit Processes.