Using the Outlook Add-In

The Outlook Add-In allows you to add an Outlook email to a matter and track time. If you have not already, learn how to Install the Outlook Add-In.

Note

  • The Add-In cannot forward emails synced through POP/IMAP, such as from Gmail, Yahoo, etc.
  • The Outlook Add-In feature is NOT available for drafting emails.

Access CosmoLex from Outlook (Desktop)

To access CosmoLex from your Outlook (Desktop):

  1. Single-click an email to select it.
  2. In the upper right corner of the app, click the CosmoLex icon.

On the far right of your screen, the CosmoLex Outlook Add-in panel opens. If you are not already logged into CosmoLex from Outlook, you will be prompted to sign in.

  1. Click Continue Sign In.
  2. Enter your CosmoLex credentials and click Sign In.
    A matter search form displays with a Timer.

Access CosmoLex from Outlook (Web)

To access CosmoLex from your Outlook (Web):

  1. Single-click an email to select it.
  2. To the far right of the email, click the three dots.
     


    A drop-down displays your apps towards the lower half of the pane.

  3. From the drop-down, click CosmoLex.
    If you are not already logged into CosmoLex from Outlook, you will be prompted to sign in.

  4. Click Continue Sign In.
  5. Enter your CosmoLex login credentials.
     

  6. Click Sign In.
    A matter search form displays with a Timer.

Add an Email to CosmoLex 

To tag an email to a matter from Outlook:

  1. Use the steps above to access CosmoLex from Outlook.
  2. In the Search Matter field, enter either the matter name or the matter file number.
    Note

    To search only active matters, check the Active Matters Only checkbox.

  3. From the drop-down, click the appropriate matter.
  4. From the Billing Status field’s drop-down, click to assign the status within CosmoLex.
  5. In the Forward Date field, click the radio button to either Use Today’s Date or the Email Date.
  6. If the email includes attachments, they will be included with your submission unless you uncheck the Include Attachments if any checkbox. 

    Important

    Outlook’s maximum attachment size is 25MB.

  7. Click Submit.
    The tag displays with the processing icon toward the upper right corner.

Track Time from Outlook 

Note

This feature can ONLY be used while tagging the email to the Client-Matter.

  1. Use the steps to access CosmoLex from Outlook.
  2. When the search matter form displays, you can track time by clicking on the green Timer.
  3. Slide the Add a time entry toggle button to On. Alternately, you can also slide Add a time entry toggle button and click on the timer to start it.

Track Time Pop-Up Fields

Date
  • This will default to today’s date.
  • You can select a different date from the Calendar.
Timekeeper
  • This will default to the timekeeper selected by you under Settings > My Settings > My Preferences.
Activity
  • This entry field will only display if the matter you have selected is enabled for eBilling.
Task*
  • Click on the drop-down to select a task from the list of tasks.
  • If the drop-down does not display your task name, you can choose to give the task a different name by typing in the box.
    *Note

    Either a task or description is required to create a timecard from the Outlook Add-In.

Description*
  • You can type in any description that you would like to give in the timecard .
Time Billed
    • The time billed will be based on the Min. Timer Unit selected by you under Setup > Firm Settings > Financial
    • If you have selected 6 minutes as your Min. Timer Unit, the system will bill for 6 minutes even if the time spent by you on the email is less than that. 
Rate/Price
  • This will default to the timekeeper’s rate set in CosmoLex.
    Note

    If you had selected different rate levels within CosmoLex, you will NOT be able to use those rate levels in the Add-In.

  • You can choose to override the rate by entering your own rate.
Rate type
  • You can choose between Hourly or Flat Rate.
    • Flat Rate – This will be the default rate if the matter selected by you is Fixed Fee or Contingency. The system will use the Rate/Price value instead of using the time.
    • Hourly – This will calculate the rate based on the timekeeper rate and time spent.
Billing Status
  • From the Billing Status field’s drop-down, click to assign the status within CosmoLex.
  • If the matter selected by you is Fixed Fee or Contingency, the Billing Status will default to Non-Billable.
  • If the matter selected by you is Hourly, the Billing status will default to Billable.
  • If you do not wish to charge your client, from the drop-down you can choose NoCharge.
Forward Date You can choose between Today’s Date and Email Date.
    1. Once you have filled out all the fields, click Submit.
      A time entry is created in CosmoLex. The email icon beside the time entry indicates that it is linked to an email.

Tag An Outlook Email from CosmoLex

When you tag an Outlook email in CosmoLex, our Outlook Add-In automatically tags the email in Outlook.

To tag your email to a matter and auto-sync with Outlook: 

  1. From the left navigation panel, click Activities.
  2. From the Activities left navigation, click Emails.
  3.  On the Emails screen, check the boxes next to the emails you want to tag.
  4. From the toolbar, click More > Tag Emails.

  5. In the Matter field on the Tag Emails screen, enter a matter name or number.
  6. From the drop-down, click the appropriate matter.
  7. In the lower right corner. click Save.
    The system tags the email to the matter.

Also see Outlook Add-In: Manage Tagged Email

Updated on August 12, 2022

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