Outlook Add-In

A user-friendly tool making filing emails directly to ALB a breeze.

The optional Outlook Add-In module enables you to file incoming and outgoing emails directly to an ALB record, with the option to print and/or record time as part of the process.

After installation, before using the Add-In, you need to configure it in Microsoft Outlook; see Configuring the Outlook Add-In. Part of the configuration involves recording your ALB user name and password; this enables you to file emails to PMS at any time, even when you don't have ALB open. There are also some default settings so that certain choices are already set when you go so save the email.

Incoming emails

You have the option of filing incoming emails either:

automatically, a system parameter can stamp emails with the matter reference which the add-in uses when replies come in.
using the PMS History button in Outlook and completing Save To History.
or, by dragging from Outlook to the Document History tab of the record.

For details on the setup, click on Configuring the Outlook Add-in.

You can also drag and drop email attachments independently of the emails they are attached to.

To file an email automatically (matter level only):

There are two methods for autmatically filing incoming emails:

1. Using the Matter E-mail Subject Prefix

The system parameter, Matter E-mail Subject Prefix, has text (default is Matter Ref:) which is stamped in the Subject line with the matter reference.
In Outlook, go to the Add-ins ribbon, click PMS Applications and then Settings.
Select Enable Auto Save to History to save external emails automatically and Enable Internal Mail Auto Save to History to save internal emails.
Click OK.
Incoming emails are checked for the stamped matter reference in the subject line when a reply to the email is received. When a stamped matter reference is found, the system saves it to the matter history.

2. Using the Matter Keyword.

In Outlook, go to the Add-ins ribbon, click on PMS Applications and then Settings.
Select Enable Auto Save to History to save external emails automatically and Enable Internal Mail Auto Save to History to save internal emails.
Click OK.
In the matter's Additional Information tab, select the check box, Enable Auto Email Filing, and complete a Keyword. (The Keyword field becomes active when the check box is selected.)

Notes

When entering a keyword phrase, it must not be duplicated or be part from another matter. A warning message will display if there is a conflict with the keyword phrase from another matter.
The keyword cannot be left empty and the checks for duplicate keywords or part of other keyword phrases are against live matters only.

Any emails that are received from the matter contacts that have the keyword in the subject will be filed automatically to the relevant matter.

Note If a reply is received for an email sent via ALB and it also contains the keyword for another matter, the email will be filed against the matter from which it was originally sent.

To file an email via the PMS History button:

In Microsoft Outlook, select the email(s) and click PMS History. The Save To History screen opens.

Field	>Description
Recent Matters	Menu drop-down which displays the current user's recently viewed matters.
Favourite Matters	Menu drop-down which display the current user's favourite matters.
Ref	Standard fields to type in or use the lookup for the client and matter. Clicking on the green star, , displays a pop-up screen with two tabs which will list the Recent or Favourite Matters.
Matter	Check box which allows the user to elect to save the email and any attachments to a client but deselecting it.
Description	Displays the matter description when a matter has been selected.
Client	Displays the client name when a client has been selected.
Table section	Displays the person the email was sent to or from with the subject and the date the email for sent or received.
Folder	Drop-down to save the email to a specified folder. The Yellow folder icon enables the user to create a new folder if required.
Description	Defaults to the subject line of the email, but can be amended if required. If multiple emails have been selected, this field will be blank and if left blank, each email will be saved with its subject as the description.
Notes	Enter any notes that are appropriate to the email.
Print email when saving	Select this check box to print a hardcopy of the email as part of the saving process.
Save attachments as separate documents	Select this check box to save the attachments as separate items in the history. If not selected, you will need to open the email item from the History to access the attachments.
Manage Attachments	Clicking this button displays a pop-up screen with an email subject and a list of the attachments. Click on the email and a list of the attachments displays in the right-hand pane. Each attachment has a check box which is selected by default. Unselect any attachment that you do not wish to save separately. Clicking on the attachment also allows you to rename the attachment if appropriate. Note: This button remains inactive until the check box is selected.
Time Recording Options (the following items are inactive whilst Save without time recording is selected)
Save without time recording	The default option, which saves the email and any attachments without saving or posting time.
Save time	Enables the user to save time as part of the saving process.
Post time	Enables the user to post time as part of the saving process.
Fee Earner	Standard field to type in or use the lookup to select the appropriate fee earner.
Time Activity	Standard field to type into or use the lookup to select the appropriate time activity.
Units	Type in the required number of units to save or post.
Billing code	Standard field to type in or use the lookup to select the appropriate billing code.
Assign to	Use the drop-down to select PMS or the appropriate module.
Notes	Type in any relevant notes to accompany the time entry.
Save a separate time entry for each e-mail	Check when saving multiple emails if you want a separate time entry for each email. If not checked, there will be just one time entry per save.
Buttons
Save	Actions the choices selected above and closes the dialog box.
Cancel	Closes the dialog box without saving the email.

Note If the matter selected is a Legal Aid matter which requires Additional Information, the Additional Information window will display.

To file an email via drag and drop:

With the relevant record's Document History tab open in ALB and Microsoft Outlook also open, resize the windows as necessary so that you can see both windows.
Click the email in the Outlook list and drag it to the File pane of the Document History tab. You might be asked to confirm that you want to allow access to the data.

To file an email attachment only:

In Microsoft Outlook, open the email that has the attachment you want to file.
Drag the attachment from the email to the File pane of the Document History tab. You might be asked to confirm that you want to allow access to the data.

Outgoing emails

You can choose to automatically be given the option, for each outgoing email, to file the email directly to an ALB record. To be given this option for each email you send, select Enable PMS Save to History on the Outlook Configuration Settings dialog; see Configuring the Outlook Add-In for details.

To use PMS Save to History:

If you have chosen to enable saving to history, when you send an email, Save To History opens:

If you want to save the email to Document History, complete Save to History as described in 'To file an email via the PMS History button' above
If you do not want to save the email to ALB, click Cancel

Results of using the Outlook Add-In

Emails are listed on the Document History tab, in date order along with the other Document History items. Emails are denoted by an open envelope icon, and emails with attachments are denoted by a paperclip icon.

In Outlook, emails that have been saved to ALB have the client or matter number added to the email subject line.