Automated email settings

Automatic emails, also called automated emails, keep your stakeholders up to date on their transaction. Configure their content in your email settings, or watch the short training video for an overview of the settings.

There are four automated emails you can make use of:

Purpose	Timing	Name of Default Template
Automatic Welcome Email	To invite new stakeholders to use the InTouch portal.	Sent 20 minutes after the first visible task of a matter is marked as complete.If the stakeholder has already been invited to use the InTouch portal, the Automatic Update Email will be sent instead.	”Automatic Welcome Email”
Automatic Update Email	To notify stakeholders when:- A task has been completed- A task note has been added	Sent 20 minutes after:- A visible milestone task is marked as complete- A note is added to a visible task	”Automatic Update Email”
Automatic Document Visibility Email	To notify stakeholders that a new document is available in their InTouch portal.	Sent immediately after a document is shared with a stakeholder.	You will need to set up an appropriate template to be used in this scenario.
Automatic Completion Email	To notify stakeholders that a matter has completed.	Sent 24 hours after a matter state is set to “completed”, “closed” or “archived”.The email will be sent the first time a matter is changed to one of the above states. Any subsequent changes will not trigger the email to be sent again.	”Automatic Completion Email”

Visible tasks are tasks shared with a stakeholder.

Note

The automatic update email is not sent if an alternative email is sent to the stakeholder within the time the email is queued for sending.

Configuring automated emails

Caution

Changes to a matter template’s automatic email settings affect every matter that uses that template, for everyone at your firm. Check with your colleagues before changing these settings.

To determine which stakeholders receive the automated emails:

1. Navigate to Settings > Matters
2. Select the relevant Matter Template
3. Navigate to the Stakeholders tab
4. Select the pencil symbol next to the relevant Stakeholder
5. Choose which automated emails the stakeholder should receive and which email templates should be used
6. Save

Excluding selected stakeholders from automatic emails

Automatic email settings apply to a stakeholder group rather than an individual stakeholder. To exclude selected stakeholders:

1. Navigate to Settings > Matters
2. Select the relevant Matter Template
3. Navigate to the Stakeholders tab
4. Add a second group for the same stakeholder type
5. Select the pencil icon next to the new group
6. Disable the automatic emails that this group should not receive
7. Save
8. On each relevant matter, assign the stakeholders who should not receive the emails to the new group