Overview
Managing an email in Outlook allows you to save (manage) the email as a document in OneLaw and link it to a Party and/or Matter.
Once managed, the email is stored in the Documents tab and becomes part of the client record. Depending on your selections, you can also:
- manage attachments with the email or as separate documents
- assign categories for organisation and filtering
- record time or create a file note as part of the process
You can start this process directly from Outlook using the Manage option or by dragging an email into OneLaw.
Who can do this
- Any user with access to OneLaw and the Outlook (Classic) with OneLaw add-ins enabled
Before you start
- This feature is only available in Outlook (Classic). It is not available in the new Outlook or Outlook on the web.
- The OneLaw Outlook add-ins must be available in your Outlook ribbon
Steps
-
Start managing the email
- In Outlook, select the email or emails you want to manage.
- Click Manage from the Outlook ribbon.
Alternatively:
- Open the email and click Manage from the email ribbon
- Right-click the email and select Manage
- Drag the email from Outlook into OneLaw
Result: The Manage Email and Attachments window opens.
Note: Multiple emails can be selected, they are included in the same window and will be managed to the same Party and/or Matter.
-
Select the Party and/or Matter
- In the Party or Matter field, select the record you want to manage the email against.
If a Matter is selected, the associated Party is populated automatically.
To select a Party or Matter:
- Select a Party or Matter from the dropdown list
- Select the most recently used Party or Matter using the field icons
- Start typing in the applicable field to search and select from matching results
Note: If the email was dragged and dropped into OneLaw:
- Dropping into a Matter will pre-fill both the Party and Matter
- Dropping into a Party will pre-fill the Party, and a Matter can still be selected if required
-
Select what to manage
Select the items you want to manage.
- The email is selected by default
- Select any attachments you want to manage separately
If:
- Only the email is selected, the email is managed and any attachments are included within it, but not managed as separate documents
- You select the attachments, they are managed as separate documents
- You de-select the email, only the selected attachments are managed
-
(Optional) Rename the email or attachments
- Edit the name of the email or any selected attachment in the name field.
- Only selected items can be renamed.
- Only selected items can be renamed.
- Edit the name of the email or any selected attachment in the name field.
-
(Optional) Assign categories
- In the Categories section, select existing categories.
Alternatively, you can create a new category:
- Enter a category name in the category field
- Click Add
The new category is created and applied to the selected items.
-
(Optional) Record time
- Expand Time Recording.
Enter time details as required:
- Enter Units
- Select a WIP Code
- (Optional) Select Set as Default - the selected WIP Code is saved as the default for future time entries
(Optional) Add a file note:
- Enter details in the File Note field
- Select Manage as file note - the file note is saved as a document to the selected Party and/or Matter
- Enter a File note name
-
Complete the manage process
- Click OK.
Result
The email is managed into OneLaw and saved as a document against the selected Party and/or Matter.
- Emails managed to a Matter are also accessible from the associated Party
- Emails managed to a Party are available in the Documents tab for that Party
- Attachments can be managed as part of the email or as separate documents, depending on your selection
- Any assigned categories are applied to the managed items
- If time is recorded, the time entry is saved with the selected details
- If managed as a file note, the file note is managed as a document to the selected Party and/or Matter