Merging emails

Legal Enterprise data can be merged into emails (Outlook). This can be initiated from within the Legal Enterprise desktop or from within Outlook itself. From the desktop you select the context to merge against (e.g. client, matter, etc.) and then select a template for merging. To merge from Outlook, you create a new Advanced mail message, select the template for merging, then select the context and recipient, before the merge begins. The documents created are then automatically stored in Document Management in a logical folder structure.

It is also possible to save incoming emails into Document Management (i.e. those that you've received). This process lets you attach an email to a context in Legal Enterprise and optionally enter some details to identify it once it is stored.

Important: For Outlook integration to work, configure Office Integration.

To merge an email via Legal Enterprise:

1. Firstly, select the matter to which your email relates.

2. From the Desktop toolbar, click the E-mail button . You are now prompted to select the merge template on which to base your email.

• You can also click E-mail on the Documents menu.

• If your mail system isn't already open you will be prompted to open it.

• To view the templates by folder, select Folder.

• To view the templates by tag, select Tag.

• To filter the tags by work type, tick Filter by work type.

3. Select the desired merge template and click OK. The merge takes place, i.e. the appropriate pieces of data (as defined by the variables in the merge template) are 'pulled' from the selected record and inserted into the email. A progress bar indicates the status of the merge, after which you are prompted to create your email.

4. Create your email.

5. Click Send. The email is sent and stored in Document Management.

• If you open a stored email via Document Management or the Matter History page, clicking the View attached Legal Enterprise item button displays the client, matter or organisation to which it is attached.

To merge an email via Outlook:

1. In your Inbox, click the LE Mail Message button . You are now prompted to select the merge template on which to base your email.

• You can also click the arrow next to the New button and click Legal Enterprise Mail Message.

• In Outlook 2010 and 2013, the LE Mail Message button is located on the Home tab, in the LE Merge group.

• In Outlook 2003 and 2007, the LE Mail Message button is located the File » New menu and the New drop-down menu.

2. Select the desired merge template and click OK. You are prompted to select the recipient.

3. Locate the recipient and click Select. The merge takes place, i.e. the appropriate pieces of data (as defined by the variables in the merge template) are 'pulled' from the selected record and inserted into the email. A progress bar indicates the status of the merge, after which you are prompted to create your email.

4. Compose your email and when you've finished, click Send. The email is sent and stored in Document Management.

• If you open a stored email via Document Management or the Matter History page, clicking the View attached Legal Enterprise item button displays the client, matter or organisation to which it is attached.

Notes

• (Outlook 2000 Users Only) If Outlook 2000 is not already running when an email merge is initiated it does not close properly afterwards. The recommended approach when working with Outlook 2000 is to open it first before initiating the email merge. In this situation Outlook 2000 remains open. Legal Enterprise does not attempt to close it.

• The date shown in history for incoming emails saved into Document Management is the actual date and time the email was sent, not the date and time the email was saved.