Emails on a matter

Emails can be generated on a matter in 2 ways:

• From a task

Note

This requires the email template to be embedded into the matter’s task list.

• From the Folder tab

From a task

1. Within a matter, select the relevant task within the workflow
2. Choose the recipient

Tip

If the email template is populated with data markers, this will determine who the email is addressed to.

Note

Only one stakeholder can be selected at this point but further recipients can be added when the email is customised.

3. Enter the required information in the fields provided
4. Confirm
5. Customise the content as needed
6. Add further recipients using the To, CC or BCC fields

Tip

Suggested recipients will be provided in a drop down list. These are categorised by the stakeholders associated with the matter, default addresses configured within the email template and contacts within your organisation.

2. Change the subject line
3. Choose the email sender, this can be: 1. The user logged into InTouch 2. The Fee Earner of the matter

   Caution

   Changing the sender will remove any email content. Ensure you copy the email first before amending the sender.

   Tip

   If an email is sent on behalf of another user, the original author will be recorded within the email’s audit trail on the matter.

4. Use the top ribbon to format the email
5. Add or remove attachments
6. Use the search bar to find any matter files by their name or labels applied
7. Select Duplicate as PDF to convert a word file to PDF

Tip

The converted PDF will be automatically selected as an attachment.

3. Use the visibility icon to preview any of the files listed
4. Mark the email as High Importance

Note

If the recipient of the email uses Outlook, a red exclamation mark will be displayed next to the email within their inbox.

8. Choose to:
9. Discard: leave the email without it being sent or saved.
10. Save: save the email as a draft to the matter’s Folder tab so it can be sent at a future date.

Tip

Notify team members of draft emails by assigning them for review.

3. Schedule: configure the email to be sent at a future time/date. The email will be saved as a draft to the matter’s Folder tab and automatically sent at the chosen time/date.

Caution

Scheduled emails are not sent on deleted matters.

4. Send

From the Folder tab

1. Within the matter, select the Folder tab
2. Select Email in the top toolbar

Note

For devices with smaller screens, this will be located within the ’+ New’ dropdown list.

3. Choose the required template by:
4. Navigating through the folders
5. Typing the email name in the search bar

Note

Select ‘No Template’ to create a blank email template.

Tip

Emails may be available for recovery if you have previously left without sending them.

4. Follow steps 2 - 8 above

Email actions

Finding emails

Locate any emails saved to a matter by using:

• The search bar at the top of the Folder
• The filters on the lefthand side of the Folder
  • Filter by Type to only display emails saved to a matter

  Tip

  This also allows you to filter by emails including particular stakeholders.

  • Use the Labels filter to only see items with a particular label applied

Previewing emails

You can preview an email on a matter in three ways:

1. Select the email on a matter to open a preview
2. Select the ’…’ icon next to the email and select ‘Open in Popout’
3. Select the ’…’ icon next to the file and select ‘Open in a New Tab’

Tip

Use this to view the item on a different screen.

Items can also be opened in a new tab through the following actions:

• Hold the Ctrl key on your keyboard while clicking on the item within the Folder tab
• Hover over the item within the Folder tab and click your mouse scroll wheel
• Right click on the item within the Folder tab and ‘open in new tab’

This allows you to:

• Reply to or forward the email
• Print a copy of the email

Pinning emails

Pinning allows you to fix an item to the top of the Folder tab so it’s always easily accessible.

Select the pin icon next to the email to add it to your pinned items.

Tip

Add as many pinned items as you like to your matters.

Note

Pinned items will be arranged by the date the item was created/added to the Folder.

Note

Draft and scheduled emails can’t be pinned as they automatically sit at the top of the Folder tab until they are sent.

Email delivery reports

An email delivery report is provided to the right hand side of an email on a matter. This will show whether the email has been:

• Sent
• Delivered
• Opened

Note

The ability to track whether an email has been opened requires the recipient to load images within their emails. If the recipient’s email does not allow this, the email’s delivery cannot be tracked.

• Bounced

Labelling emails

Labels allow you to categorise files so you can easily find them on a matter.

Select the Label icon to apply up to 3 labels to the email.

Note

If a label has already been applied, select the existing label to add or edit them further.

Tip

Labels can be applied to email templates directly so that they are automatically applied when generated on a matter.

Downloading emails

Use the download icon next to an email to download a copy as a PDF file.

Tip

If you require a copy of all emails on the matter, use the export functionality.

Assigning emails for review

To notify a team member of an email on a matter:

1. Within the Folder tab, select the ’…’ icon next to the email you would like reviewed
2. Choose the user you would like to review the file
3. Add a message, if required
4. Choose whether to send an email notification

Tip

This is a great way of reviewing emails before they’re sent. Just save your email as a draft and then assign for review.

Extracting data from emails

To easily save information contained within the email to the matter:

1. Within the Folder tab, select the ’…’ icon next to the file
2. Select Extract data
3. Follow the data extraction process

Obtaining AI Assistance on an email

To get help with an email:

1. Within the Folder tab, select the ’…’ icon next to the file
2. Select Interrogate with AI
3. Follow the AI Assistance process

Renaming emails

To rename an email on a matter:

1. Within the Folder tab, select the ’…’ icon next to the file
2. Select Rename

Removing emails

To remove an email on a matter:

1. Within the Folder tab, select the ’…’ icon next to the email
2. Select Move to trash

Note

This removes the item from the main Folder but it can still be restored if needed.