How to Create and Send Emails Within a Matter

This guide provides instructions on how to use the built-in email functionality to communicate with clients and external parties directly from within a matter file. This process ensures that all correspondence is automatically logged and recorded against the correct matter, which is what is required for comprehensive and complete record-keeping.

Sending an Email via a Workflow Task

Some internal processes are designed to initiate email correspondence when a specific task is completed in a matter’s workflow.

1. Navigate to the matter which you wish to work on.

2. Select the Tasks tab from the matter’s navigation bar.

3. Locate the specific email task within your list, which is the one you need to complete.

4. Click on the task heading hyperlink, which will bring up the task modal.

5. Click the large Send E-mail button in the centre of the modal to proceed to the main Email Correspondence composition screen.

1. Optionally, enter email addresses into the To, CC and BCC emails fields.

2. To attach a document from the matter file, click the Upload from correspondences button located at the bottom of the window.

1. Once the email is ready, click the blue Send button located in the bottom-right corner. The email will be sent to the recipient and a record of the correspondence will be saved against the current matter.

Composing and Sending a New Email Manually

You can manually initiate an email at any point from the Matter.

1. From anywhere in the matter you can locate the row of icons in the grey tray in the upper-right section of the screen.

2. Click the Send an Email icon, which is represented by the envelope symbol.

1. In the Email Correspondence window, enter the recipient’s address into the Enter email field. A list of matching contacts will appear as you type, which allows you to select the correct person.

2. Optionally, enter additional addresses into the Enter cc emails and Add bcc emails fields.

3. Confirm the Subject line. The system will pre-fill this field with the matter name, which is what links the correspondence to the matter file.

4. Compose your message in the main text box. Use the formatting bar above the text box to apply Bold, Italics, or other styles as required.

5. To attach a document from the matter file, click the Upload from correspondences button located at the bottom of the window.

6. Once the email is complete, click the blue Send button located in the bottom-right corner. The email will be sent to the recipient and a record of the correspondence will be saved against the current matter.

Applying an Email Template (if required)

To save time and ensure consistency, you can apply a pre-configured template to your email.

1. While in the Email Correspondence composition window, locate the USE TEMPLATE button in the lower-right area of the text box.

1. Click the USE TEMPLATE button (if you need to use a template). A Use Template modal will open, which shows a list of available templates.

1. Select the desired template from the list by clicking on its Title.

2. Click Continue in the bottom-right corner of the modal to apply the template content to your email.

3. Review and edit the pre-filled template text as necessary, then proceed to send the email.