Managing projects: e-mail history, exchanged files and additional information

🏷️ General
1

I have no support/technical question and have seen the support category. (Be aware that direct support questions will be deleted.)

on

Which general topic do you have

Hello,

I’m looking for a solution for managing simple projects. In particular, related contacts, the e-mail history for this project, exchanged files, my personal notes, etc.

Here’s the scenario: I manage a hobbyist music group. We have to interact with various event organisers at which we perform. For each of these gigs, we have one or more contacts, we exchange emails with multiple recipients, we create files for each gig and we make our personal notes.

Now I want to organise the associated contacts, emails, files etc. for each performance in such a way that I can see everything related to a single gig at a glance. This allows me to deal with e. g. emails quickly, and other members of the group can track the status of things.

Can I map project management like this in Nextcloud, and if so, how?

2

It sounds to me, as if you would like to have a single few to different resources all in one place. My history is working with ECM systems and even with professional costly systems this is considerable effort to implement. That said, email and contacts is the worst part here. To keep or get the complete email thread in the right place, would need some sort of email-archiving that gets the mails from the inboxes and moves them to the right place. Also means that you need some subject keyword etc that allows to identify the right gig-folder - so something like a ticket system.

Emails, contacts, files are all separate apps integrated into Nextcloud and there are some apps (like note-taking or to-do apps) that save their data simply as files at any location, but most apps are somehow separated from each other or have their own subfolders where their data resides.

My first thought was to use tags, but the e-mail tags and file tags look to not share the same source where they are taken from. I remember older ECM projects where anyway people had to manually save every mail to the correct project in the ECM.