Faster Lawcademy: Video Tutorial 3.1.2
The following is a video tutorial. For the best experience, click the "Full Screen" button while watching this video.
Most law firms send and receive a lot of emails. Keeping everything organized can be a real pain, but not with Faster Mail. Faster Mail will help you manage your inbox and save all of your emails directly to matters in Clio, that way everything is always right where it needs to be.
Starting an Email Preservation
There are two ways to activate Faster Mail for an email preservation.
The first is to just send an email. By default, Faster Mail will watch your sent folder in Outlook and prompt you to save any emails that you’ve sent.
If you instead want to save an email that you’ve received, then all you need to do is select the email in Outlook and click the Preserve Email button on the Faster Ribbon. Doing this will launch Faster Mail’s Preserve to Clio interface just like when you sent the email.
The Preservation Window
Let’s look at what we can do with the preservation window.
In the top left, you will see a list of everything we’re saving to Clio. Notice that in addition to the email you are saving, you also see previous related messages like forwards and replies.
You can also see a list of images and attachments under each email if the email had them. Clicking any item in the list will display a preview of that item in the middle panel so you know exactly what we’re saving to Clio, and you can choose exactly what you want to do with each item in the top right, like give it a different name or select a different folder to save it to in Clio.
Now you just have to select a matter to save to. You can filter the matter list at the bottom using the matter filter field, then check the box next to the matter you'd like to save to. Once you’re done, you can click Save.
After the Preservation
You may notice that the email preservation window doesn’t close right away.
It takes some time to save everything to Clio, so the window will minimize to allow you to continue working while it’s saving.
Once it’s done, the window will close, and we’ll receive a notification that everything has been saved in Clio.
In Outlook Your emails don't get deleted!
Faster Mail automatically organizes your inbox. This means that emails that have been preserved will no longer show up in your inbox or sent items by default. After preservation, they can be found by going to the (Faster Suite) folder right in Outlook!
See the video on Outlook Organization Settings to learn how to disable automatic organization.
Now let’s look at what Faster Mail was actually doing while the window was minimized.
First, you'll see that the email you saved is no longer in your inbox. Faster Mail didn’t delete the email, it just moved it to a folder for this matter in Outlook so we will always know where to find it. If you look at your folder list on the left, you’ll see a new folder called (Faster Suite) with a collapsible arrow next to it. You can expand this folder to see a folder structure similar to Faster Drive. You can then expand the status, client, and matter folders to find the email you preserved.
In Clio and Faster Drive
The rest of what Faster Mail has done is in Clio. You can look at the Communications tab to see that the email has been saved as a communication, but more importantly it has been saved on the Documents tab inside a folder called EMails. Since the email file is now saved in Clio’s cloud, you can view it and access it more easily from Faster Drive. Let’s navigate through Faster Drive to the matter that we saved the email to, then look in the EMails folder. You can see that this file is listed as an Outlook item, and double-clicking the file will open it using Outlook in its original format, including attachments and images. This email file is fully functional, so you can reply to it or forward it if you’d like.
Attachments are saved separately in addition to being saved with the original email
Even though the attachments are still displayed on the email, it might not be convenient to have to open the email every time you want to view an attachment. Luckily, Faster Mail will automatically extract the attachments to a separate folder called Email Attachment so you can access them directly from there. Faster Mail is Fully Customizable! Keep in mind that this email preservation was run with our default settings. Faster Mail is highly customizable, and we’ll be covering the settings for Faster Mail in another video.
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