Faster Mail: Prompting Settings

Faster Lawcademy: Video Tutorial 3.2.2

The following is a video tutorial. For the best experience, click the "Full Screen" button while watching this video.

Faster Mail Prompting Settings

Faster Mail’s automatic preservation prompts are really useful to help you remember to preserve your emails to Clio, but not every email should be preserved. 

Keep in mind that Faster Suite will prompt you when Outlook actually sends the email, not immediately when you click send. Outlook can be configured to send emails in a batch ever 30 minutes (for example), in which case there will be a delay in receiving the prompt from Faster Mail to preserve any emails sent. 

Let’s learn how to customize which sent emails generate a preservation prompt.

First we’ll go to Faster Suite on the Faster Ribbon, then click the settings wheel and select Microsoft Outlook on the left.

General Prompting Settings

The Prompting tab has a lot of general settings related to when we receive preservation prompts.

The first three checkboxes control whether we should receive preservation prompts for emails sent on different devices. Usually, we’ll want to receive prompts for emails sent from the computer we’re currently using. We may also want to receive prompts on our computer when we send an email from our phone or tablet. The third option is disabled by default. We probably don’t want to receive preservation prompts for emails sent on other computers that are running Faster Suite since we’ll receive the prompt on that computer instead.

If we’re running multiple email addresses in Outlook, we can choose whether we should only receive prompts for emails sent from our Clio login email address or from all email addresses in Outlook.

We can also exclude certain emails from our prompting settings, like automatic replies, emails that are sent only to other users at our firm, or emails that are older than a certain amount of time.

The last setting on this tab determines whether or not Faster Mail will preserve whole conversations at once or just the email you sent.

Specific Prompting Exclusions

Now let’s look at the prompting exclusions tab. This is where we can more specifically tailor which emails should be ignored by Faster Mail.

The top box is for emails that contain an email address that end with any of the text we enter in the box. Regardless of who else is on the email, if an email address that matches something on this list is on an email, we will not receive a preservation prompt.

The next box is similar, but Faster Mail will check every email address from an email against this list. Domain names are the most common input for this field. We can enter things like Clio.com, FasterLaw.com, and our firm’s domain to get Faster Mail to ignore emails that are sent to anyone with emails from those domains.

The last box here lets us enter specific text for Faster Mail to check for in the subject line of emails. If something from this list is in the subject line, we won’t receive a preservation prompt.