Guidelines for Email Integration

Introduction

CosmoLex allows the forwarding of your emails into the system for easy reference and tagging to individual matters. You can also bill for time spent on email review/creation directly within the CosmoLex inbox. 

Pre-requisites

To use the Email feature, you must be a CosmoLex User and your Email Address must match with your user account. 

You can verify this within the Account Management section’s user tab and can change it if needed. This ensures that only registered users with matching Email Address are able to forward emails to your firm’s CosmoLex account.

Ensure that “Email Forwarding” is switched ON under Setup > Firm Settings > Firm Preferences. If you do not have access to the Setup section of the software, ask the software’s administrator in your office to assist in giving you access.

Use Permissions

If your firm has more than one registered user, note that by default, any non-admin users will only have access to their own incoming emails (or those matter linked)The CosmoLex Administrator at your firm will be able to view ALL emails.

  • To restrict/allow a user to view various user emails, the Admin will need to go to the Account Management tab, edit that user, click on Settings (Roles and Restrictions) and scroll down to “restrict email visibility”. Here you can choose which email accounts this user can/cannot view
  • To limit/allow access to the email section in regards to View, Add/Edit and Delete functions, you will need to edit the role of this person (Account Management > Roles > Edit > Email)

Configuration

Confirm email forwarding is On If it is not, and you are the admin user, go to Setup > Firm Settings > Firm Preferences. 

Scroll to the bottom to locate Email Forwarding, and click the “OFF” button to the right, to toggle it to ON.

Identify your Forwarding Address within CosmoLex as shown in the image below. Firm Preferences will display the mailbox address to be used for forwarding. 

This mailbox is unique to your firm and all of your registered CosmoLex users should use the same forwarding mailbox address.

image1

Manually Forward Emails

If you intend to forward only some of your emails, use the email address from the step above as Bcc or to forward any of your existing emails from your email account such as Gmail, Office 365, etc.

Automatically Forward Emails

To forward all Incoming and Outgoing Emails automatically, follow follow the instructions in the links below as listed for your Email tool. Once set, ensure to do complete testing for both incoming and outgoing emails.

Updated on July 17, 2019

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