What are Topics and Why are They Important?
Aptly automatically categorizes and labels conversations using Topics. Based on keywords in the message, Aptly assigns the Topics you have configured to conversations. Topics can help you streamline communication organization, prioritize issues, and collect valuable insights.
Private Topics allow you to:
- Categorize conversations in your personal inbox to identify trends.
- Streamline day-to-day tasks and priorities.
Configuring Private Topics in Your Inbox
Private topics are a great way to organize and categorize the emails you care about most without affecting what anyone else on your team sees. These topics live in your personal settings, and only you can view or manage them.
Creating Private Topics
- Go to My Topics
- Click your avatar in the upper-right corner.
- Select Settings.
- At the top, under My Settings, click My Topics.
- Add a New Topic
- Click Add Topic.
- Give your topic a name. This is the label you’ll see on emails assigned to this topic.
- Add keywords that Aptly should look for in the subject or body of incoming messages.
- For example, if you’re creating a topic for maintenance, you might add keywords like “work order” or “maintenance request.”
- Press Enter after each keyword to save it as its own tag.
- You can add as many keywords and as many private topics as you need.
Editing or Deleting Topics
You can update your private topics at any time:
- Click the pencil icon next to a topic to edit its name or keyword list.
- Remove keywords or add new ones as your workflow changes.
- To remove a topic entirely, click the trash icon.
Assigning Private Topics to Emails
Private topics can be applied manually to any email in your inbox:
- Open the email.
- In the Details panel on the right, click Topics.
- Switch to the Private Topics tab.
- Select any topics you want to apply.
- To remove a topic later, simply click the X next to its label.
Remember, private topics are only visible to you, so they’re perfect for customizing your inbox without impacting your teammates’ views.
Frequently Asked Questions
Why aren’t topics being assigned to my messages correctly?
If Aptly assigns the wrong Topic to a conversation, it’s important to remove and correct it. Otherwise, Aptly will act as though it is labeled correctly and will suggest inappropriate communication template responses and show inaccurate conversation data.
- Select a conversation from your inbox.
- Under topics, in the right column, click X to delete the incorrect Topic.
- You can switch between All, Private, and Shared Topics and search by text.
- Select the correct Topic.