Upgrading from Lightning for Outlook + Lightning Sync to Litify Inbox powered by SmartCloud Connect provides firms on Litify with more features and an improved user experience. For example, Litify Inbox gives firms:
• The ability to save emails to multiple Litify records
• Smart suggestion of relevant Litify parties, intakes, and matters to save to
• The ability to auto-save full email threads to Litify records, including future emails
• Best-in-class support for event attendees in both Litify and Outlook
• SpringCM integration, enabling users to save email attachments directly to Spring folders tied to Litify records
Moving a firm from an active Lightning for Outlook + Lightning Sync implementation to Litify Inbox involves additional setup and testing steps. There are also some important considerations for end users, specifically around records that were saved to Litify with the previous tool.
Additional Setup, Testing, and Go-Live Steps
As with all upgrades and significant changes to configuration, firms should test these changes before making them available to all users in their Litify production org. The following steps will allow specific users to test Litify Inbox in a sandbox environment while the majority of users continue to use the existing integration (prior to full rollout).
1. Create a full or partial sandbox, or refresh an existing sandbox.
a. Firms implementing Litify for the first time in a fresh Salesforce org can generally test Litify Inbox in their production environment. However, firms whose production environments are already connected to Outlook with Lightning for Outlook + Lightning Sync must conduct testing in a sandbox instead.
b. This is necessary because users cannot test Litify Inbox in the same Litify org where other users are on Lightning for Outlook + Lightning Sync.
2. Remove the users who will be testing Litify Inbox from the list of Lightning for Outlook Users. Click the dropdown arrow next to each user and delete them.
3. Remove the users who will be testing Litify Inbox from the list of Lightning Sync users.
a. Navigate to Lightning for Outlook and Sync in Setup. In Lightning Sync, click New Config.
b. Click your Lightning Sync Configuration.
c. Remove users and profiles.
d. Note: If you have assigned users to Lightning Sync by profile instead of as individual users, you may need to follow these additional steps:
i. Remove the profile(s) of the testing user(s) from the Lightning Sync list
ii. Add back any non-testing users with these profiles as individual users
4. Remove the Lightning for Outlook add-in from the Outlook configuration of any testing users
5. Follow the standard setup steps for Litify Inbox in the sandbox environment
1. Have the testing user(s) test Litify Inbox in Outlook and the Sandbox environment. Suggested testing activities:
a. Send and receive emails, and save to multiple records
b. Choose to “Auto-save all emails in this thread” and verify that previous and subsequent emails are saved
c. Create new parties and intakes from the Litify Inbox sidebar within Outlook
d. See how suggested records work by:
i. Creating parties with email address outside the firm domain
ii. Creating intakes and matters for these parties
iii. Sending/receiving email to these email addresses
e. Create events in Litify and/or Outlook
f. Add attendees to events from Outlook and from Litify
g. Accept or reject event invitations, and verify attendance status
h. Embed suggested meeting timeslots in emails
1. Schedule a “cutover” date and time when all users will be switched from Lightning for Outlook + Lightning Sync to Litify Inbox. Ensure that users know not to do the following during this period:
Do not create new events in Outlook or Litify during this period
Do not save emails to Litify from Outlook during this period
2. Remove all users from the list of Lightning for Outlook User Mapping. Click the dropdown arrow next to each user and click delete.
3. Remove all users/profiles from the list of Lightning Sync users.
4. Disable Lightning for Outlook and Lightning Sync
Lightning for Outlook:
5. Remove the Lightning for Outlook add-in from the firm’s Outlook configuration, so that users no longer have access to it
6. Have the testing users delete any events created for testing purposes from their Outlook calendars
7. Log the testing users out of the Litify sandbox from the Litify Inbox sidebar (to allow them to log into the production org later)
8. Follow the standard setup steps for Litify Inbox in the production environment.
Post Go-Live Considerations
Litify Inbox attempts to recognize data that has been previously shared by Lightning for Outlook or Lightning Sync, such as synced events and saved emails.
If users were previously syncing Outlook contacts to Litify, this will not cause any issues.
By default, Litify Inbox does not sync Outlook contacts to Litify. Syncing contacts from Outlook can introduce thousands of irrelevant contact records (note that contacts will sync as Contacts rather than Parties), and is not recommended.
Previously Synced Emails
Litify Inbox will attempt to accurately show which record(s) an email was shared to with a previous tool. Depending on how that tool stored this information, this may not always be accurate. Emails previously saved to Litify records will remain saved, however — they will not be moved or deleted from Litify.
Information about emails saved after upgrading to Litify Inbox will always be correct.
Previously Synced Events
Events previously synced between Litify and Outlook will remain on both calendars. To avoid creating duplicate events, users should follow these steps before editing any of these previously synced events:
1. Within Outlook, tag the event with the category “Litify”
2. Wait 15 minutes, to ensure that Litify Inbox has synced the event
a. Or force a sync using the Sync Settings Dashboard
3. You may now edit the event from either Outlook or Litify
The steps above are only necessary if users need to edit events that were created and synced before the firm upgraded to Litify Inbox. Events created after the upgrade will be synced automatically, and can be edited from either Outlook or Litify without taking any additional manual steps.