Chapter: Documents
Emails
Emails that relate to a matter can and should be stored in the database for the matter.
Outgoing emails
For any (work related) email that you send, click the "Select Matter" button (or access this procedure from the Action menu Alt+A+M). Type in the matter number. If the number exists you will see the client's name and a description of the matter. You can delete the client name, and amend the description of the matter. The specific purpose of the email is specified in the "Subject" field of the email.
You must also type in the name of the person to whom you are sending the email, in the custom box supplied. This box contains a list of the names of persons with whom there has been correspondence on the matter in question. The reason for this requirement is twofold. First the email address often does not adequately identify the person or organisation with whom you are communicating. Second, it aids in the classification of correspondence. For consistent classification, try to use the same name everytime you communicate with a given person or organisation.
When you send the email, you must use the "Send" button. The email will be stored in the matter database for the matter under correspondence. It will also request a Delivery Confirmation Report and a Return Receipt.
A Delivery Confirmation Report (if received) confirms that the email was delivered to the mail box (or mail server) of the intended recipient. The Return Receipt (if received) confirms that the intended recipient actually opened the email.
Delivery Confirmation Report and a Return Receipt
If you receive either of these reports, please file them using the agent "File mail in a matter Database" in the Actions menu.
To file these reports, you will have to insert the matter number of the original email if it cannot be found. When you file one of these reports, the detail is written to the email in the matter db, and a separate document is created with the details of the report filed under "Other documents" for the matter.
It is most important that the delivery and receipt reports are filed. It only takes a few seconds.
Sub topic: Work flow