Who can do this: All users. Adding a Project Name: Admins.
How Kaizan decides
Kaizan matches the email domain of the people in a call or email to a client folder. For example, a call with someone at acmecorp.com goes into the Acme Corp folder.
Slack and Microsoft Teams messages go into the folder that their channel is linked to. See Connect Slack or Microsoft Teams.
If nothing matches, the item goes into My Comms. Only you can see My Comms.
Override the default
You can change where items go in 4 ways. A Project Name always comes first: if the subject of a call or email contains a folder's Project Name, the item goes to that folder. If there is no Project Name, Kaizan matches the email address or the email domain. These have equal priority. Moving an item by hand always wins over these rules.
Method | Use it when | How |
Project Name | One client has several projects, or you want an internal folder to fill itself | Add a Project Name or ID to the folder |
Individual email address | Several clients share one domain | Contact support with a list of people and folders |
Folder suggestions | Many emails come from a company with no folder | Answer the suggestion in My Kaizan |
By hand | One item is in the wrong place | Change the folder on the meeting or email |
Add a Project Name to a folder
Open the folder and select Edit.
In the Project Name field, enter a unique code, for example PROJ-123.
Select Save.
Result: Any call or email with that ID in its subject goes into this folder. The subject only needs to contain the ID, for example "Monday catch-up PROJ-123".
Note: Each Project Name must be unique. A folder can have one Project Name.
Move a meeting to a different folder
Open the meeting and select Edit.
Go to the Folder assignment tab.
Choose the folder and select Save.
Result: The meeting moves. Its transcript now counts towards that folder's CARE score and Kaizan AI answers.
Folder suggestions
When 5 or more emails or calls in a month come from a company with no folder, My Kaizan asks if it is a client, a supplier or private. Your answer files everyone's items from that company. Your organisation must turn this on.
Who gets the meeting summary
Kaizan users on the meeting invite get the summary and the full transcript.
Clients and other external people do not get it.
You can forward the summary email. You cannot give app access to someone outside Kaizan.
If a second Kaizan AI records more of the call, you get an Updated meeting summary email.
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