Email Maildrop Flashcards
Clio also allows users to record email logs from their email host. This can be done manually-by copying and pasting email content into Clio, or users can forward emails directly to a Matter in Clio by using a special, Matter specific email address. We call this the “Email Maildrop.”
You can access the maildrop address within each Matter by clicking on the Communications tab and select the drop-down next to the “Add email log” window
With the special email address copied, you are able to forward the email, or email thread by pasting the address in the “To” field in your chosen email application. This will forward the message(s) into the Clio Matter you copied the address for with the attachment linked. Any attachments within the email or thread that you have chosen will also be saved in the Matter’s respective documents folder under a subfolder called “Email Attachments”
This address can also be copied into a BBC field when directly replying to the person you are communicating with
To protect your account from spam, Clio will only initially only accept maildrop forwards from email addresses that are tied to users’ login accounts.
For example, if an individual Clio login is cliotrainer@clio.com, the user won’t be able to forward emails using maildrop from any other email address, like trainingforclio@gmail.com without making interventions
In order to make it possible, you will need to add additional emails to a safe list of maildrop aliases
The Gmail Add-on and the Outlook Add-in
In addition to forwarding emails to Clio using a Matter specific email address, users can also file emails in Clio using either our Gmail Add-on, or our Outlook Add-in (Office 365 for Business or Enterprise) users
Once connected, both of these tools offer our customers the ability to file emails directly from their email inboxes to Clio, talk about effortless! They also have some additional features we’ll go into next
Gmail Add-on
This handy Gmail Add-on will speed up your ability to file emails and email threads. Open the email to forward, click on the Clio for Gmail Add-on icon in the sidebar, and select the matter you want to forward the email to. The add-on will let you know if the email has been forwarded previously, automatically retrieves your matters and contacts from Clio for searching, and pre-fills the entry forms to help streamline your workflow
Attachments aren’t a problem either. If you choose to save them, they will be linked to the email log and saved into a matter’s document folder, increasing the efficiency of your workflow and helping you maintain accurate records easily
All this without having to leave your Gmail inbox. The add-on is compatible with any web browser. Users on Android devices can further benefit from being able to use the add-on in their Gmail app from their smartphone or tablet
Outlook Add-in
The Outlook Add-in is available for customers on our Boutique and Elite plans who use Office 365 for their email. Outlook desktop users who are connected to an Office 365 email can also benefit. It can be downloaded from the Microsoft Office store. You can forward your emails and attachments to Matters, bulk file, start a timer, and even sync threads to a Matter with the new Smart File functionality
The “Scan & bulk file” option will find all new emails (received within the last 48 hours) in your inbox and allows you to select those messages that should be filed to a Matter in Clio
Smart File, or “file known threads” option, will search for responses to emails (received within the last 48 hours) that have already been filed to Clio and will automatically save new responses to the appropriate Matters for you
Like the Gmail Plugin, this Clio add-in will save you time and make it more effortless to track and associate important emails with your Matters and the time that you spend on this work
Communicating logs between clients, attorneys, and other parties to a Matter help paint a picture of how the Matter has progressed over its lifespan. Recording phone and email communications is an important part of ensuring that Matter data is complete
