Emails on a matter
Emails can be generated on a matter in 2 ways:
- From a task
- From the Folder tab
From a task
- Within a matter, select the relevant task within the workflow
- Choose the recipientIf the email template is populated with data markers, this will determine who the email is addressed to.Only one stakeholder can be selected at this point but further recipients can be added when the email is customised.
- Enter the required information in the fields provided
- Confirm
- Customise the content as needed
- Add further recipients using the To, CC or BCC fieldsSuggested 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.
- Change the subject line
- Choose the email sender, this can be:
- The user logged into InTouch
- The Fee Earner of the matterChanging the sender will remove any email content. Ensure you copy the email first before amending the sender.
- Use the top ribbon to format the email
- Add or remove attachments
- Use the search bar to find any matter files by their name or labels applied
- Select Duplicate as PDF to convert a word file to PDFThe converted PDF will be automatically selected as an attachment.
- Use the visibility icon to preview any of the files listed
- Choose to:
- Send immediately
- Save as Draft: select the downwards arrow next to the send button and the email will be pinned to the top of the Folder tab and can be sent when readyNotify team members of draft emails by assigning them for review.
- Add further recipients using the To, CC or BCC fields
From the Folder tab
- Within the matter, select the Folder tab
- Select Email in the top toolbarFor devices with smaller screens, this will be located within the '+ New' dropdown list.
- Choose the required template by:
- Navigating through the folders
- Typing the email name in the search barSelect 'No Template' to create a blank email template.Emails may be available for recovery if you have previously left without sending them.
- Follow steps 2 - 5 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 matterThis also allows you to filter by emails including particular stakeholders.
- Use the Labels filter to only see items with a particular label applied
- Filter by Type to only display emails saved to a matter
Previewing emails
You can preview an email on a matter in two ways:
- Select the email on a matter to open a preview
- Select the '...' icon next to the email and select 'Open in Popout'
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.
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
- 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.
Downloading emails
Use the download icon next to an email to download a copy as a PDF file.
Assigning emails for review
To notify a team member of an email on a matter:
- Within the Folder tab, select the '...' icon next to the email you would like reviewed
- Choose the user you would like to review the file
- Add a message, if required
- Choose whether to send an email notification
Renaming emails
To rename an email on a matter:
- Within the Folder tab, select the '...' icon next to the file
- Select Rename
Removing emails
To remove an email on a matter:
- Within the Folder tab, select the '...' icon next to the email
- Select Move to trash