Docrio Email Admin Settings Overview

 

This guide outlines the configuration options found on the Docrio Email Admin Settings page. These settings can help with the initial setup of Docrio Email, as well as help users to customize their Docrio Email experience to best suit their firm’s needs. 

This article is meant as a general overview of the settings found on this page. For a more detailed guide for setting up the Docrio Email client for your organization, please refer to our ”Docrio Email Client Setup Guide” article.

As a reminder, adjustment of these settings is best left to your organization’s system administrator.

Table of Contents

Navigating to the Admin Settings Page

The fastest way to to get to the Docrio Email Admin Settings page is to search for it and select it from the quick search menu. 

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Docrio Admin Settings Page Sections

Once on the admin settings page you will notice that this page is broken up into discrete sections, which you can navigate to using the panel on the left side of your screen. 

Initial Setup

This section is devoted to steps that need to be completed in order to initially set up your organization’s instance of Docrio Email. 

You should only see this section if you haven’t yet completed the initial setup of Docrio Email. For more guidance on setting up Docrio Email, please refer to our “Docrio Email Client Setup Guide” article. Once the initial setup has been completed this section should disappear.

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The initial setup steps are not covered in this document, but rather in our setup guide. Please see that related document to get your organization up and running with Docrio Email. 

Users who would like to be able to manage the Docrio Email Admin Settings will first need to complete the initial setup steps for Docrio Email. This process only needs to be performed once.

Objects and Display Fields

As with many other sections of Litify, the Objects and Display Fields section allows admins to designate the behavior and appearance of specific objects, as they relate to Docrio Email.

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Navigating to this page, you will see a list of available objects with columns of display fields next to them. Expand each display field dropdown and choose the corresponding piece of information that you want displayed in the preview card. Refer to the preview box, near the top-right corner of this page, to get a better understanding of how the preview card will appear within the application.

Remember that if a profile does not have a Default Object chosen, the first object here will be loaded as the default object when a user opens the extension.

Objects chosen for Docrio Email must also be enabled for the main Docrio application.

Default Objects by Profile

This section allows admins to dictate the Default Objects that load when a user opens Docrio Email. This can help save users time, as they’ll hopefully already be looking at where they need to be when they launch the add-in. 

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To change the Default Object for a profile, select the profile from the section on the left of the screen, and then select the Default Object from the section on the right side of the screen. Repeat this process as needed for all profiles that will be using the app. 

Remember, if a profile does not have a Default Object chosen, the first object listed on Objects and Display Fields will be selected by default. 

Search Views

Use this section to associate a specific List View with a designated Object. To adjust the List View, expand the dropdown next to the corresponding Object and select the desired view.

For a List View to appear in the dropdown it must be set to Public. To do this, make sure that a group of users, or all users, have access to the List View first.

If an Object has been enabled for Docrio Email—using the Objects and Display Fields section—and no List View is created, the dropdown will not be clickable. To resolve this, you will need to create a List View for that Object. Once the List View has been created, navigate back to this Search Views section of this page and it will appear in the dropdown. 

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Litify Activity Timeline

As stated on this page within Litify “For each email that is saved, users can have the option to save the email as a task to the Activity Time.” This settings page allows you to tweak the default settings for saving emails to Litify. 

You may also notice the preview boxes on the right side of this page. These boxes will change as you alter the settings on this page, to give you a better understanding of how their related items will appear within the app.

As a reminder, “The Email that is present in Activity Timeline is different then the Email File that appears within the Docrio section.” This is an important distinction, as changes to one will not necessarily impact the other. Adjustments to how the Email File is handled can be found under the Docrio Settings section of this page.

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Default Settings for Email

As you’ll see on this page, the settings are as follows:

Slide the toggle buttons next to each setting to enable or disable it.

  • Always save the Email to the Activity Timeline
    • When this is toggled on, the email will always be saved to the Activity Timeline. When the add-in loads within Outlook, users will be unable to change this setting.
    • Enabling this setting will hide the option to “Show the Email as selected for save by default”. 
  • Show the Email to the end user
    • When this is toggled on, the email will show up in the add-in within the Activity Timeline section—shown on the right in the preview above.
    • When this is toggled off, the Activity Timeline section will be empty in the Add-in. If you have the “Always Save” toggle enabled, the email will still be saved to the Activity Timeline.
    • This toggle does not have any bearing on if the email is saved or not. However, it dictates whether it shows up in Outlook within the Docrio Email Add-in.
  • Show the Email as selected for save by default
    • This is a dynamic setting that works alongside the “Always Save” setting.
    • When this setting is toggled on, end users will see the email within the Activity Timeline section, and be able to check or uncheck it. This setting allows you to grant end users the ability to decide for themselves if an email should be saved or not.

To help make the relationship between the “Always save the email...” and “Show the Email...” settings clearer, below are three scenarios that outline how you could adjust these settings based on the desired outcome.

1. End Users Can View Emails Within the Activity Timeline and Interact With Them

If you’d like your end users to be able to see the emails within the Activity Timeline section, and be able to interact with them you would want to disable the “Always save the email...” option, and enable the “Show the Email…” option.

2. Always Save Email to the Activity Timeline / Users Cannot View or Change What’s Happening

However, if you’d like emails to always be saved to the Activity Timeline, and not allow your users to see or interact with what’s happening, you will want to enable the “Always save the email...” setting. Doing so will cause the “Enable Show” setting to disappear. Finally, you will want to disable the “Show the Email to the end user” setting.

3. Always Save Email to the Activity Timeline / Users Can View but Not Make Changes

Lastly, if you want emails to always be saved to the Activity Timeline, to not allow your users to interact with them, but still let them see the emails so they know what is happening, enable “Always Save”, hiding “Show Email”, and then enable the “Show” toggle.

This option is what we at Litify recommend. Enabling these settings in this way allows for transparency with end users—so they know how their emails are being saved—but also grants you control from an Admin standpoint. This in turn lets you know how emails are being saved each and every time.

Docrio Settings

This section covers settings that impact how emails files and attachments are handled within the Docrio application. Within this section you will also have the option to adjust folder settings for emails and attachments imported into Docrio. 

You may also notice the preview boxes on the right side of this page. These boxes will change as you alter the settings on this page, to give you a better understanding of how their related items will appear within the app.  

Again as a reminder, “...the Email File is different from the Email that lives under the Litify Activity Timeline.”

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Default Settings for an Email File

As you’ll see on this page, the settings are as follows:

Slide the toggle buttons next to each setting to enable or disable it.

  • Always save the Email File to Docrio
    • When this is toggled on, the email file will always be saved to Docrio. When the add-in loads within Outlook, users will be unable to change this setting.
    • Enabling this setting will hide the option to “Show the Email File as selected for save by default”.
  • Show the Email File to the end user
    • When this is toggled on, the email file will show up in the add-in within the Docrio section—shown on the right in the preview above.
    • When this is toggled off, the Email File will not appear within the Docrio section of the add-in. If you have the “Always Save” toggle enabled, the email file will still be saved to Docrio.
    • This toggle does not have any bearing on if the email file is saved or not. However, it dictates whether it shows up in Outlook within the Docrio Email Add-in.
  • Show the Email File as selected for save by default
    • This is a dynamic setting that works alongside the “Always Save” setting.
    • When this setting is toggled on, end users will see the email file within the Docrio section, and be able to check or uncheck it. This setting allows you to grant end users the ability to decide for themselves if an email file should be saved or not.

To help make the relationship between the “Always save the email file...” and “Show the Email File...” settings clearer, below are three scenarios that outline how you could adjust these settings based on the desired outcome.

1. End Users Can View Email Files Within Docrio and Interact With Them

If you’d like your end users to be able to see the email files within the Dcorio section, and be able to interact with them you would want to disable the “Always save the email file...” option, and enable the “Show the Email File…” option.

2. Always Save Email Files to Docrio / Users Cannot View or Change What’s Happening

However, if you’d like email files to always be saved to Docrio, and not allow your users to see or interact with what’s happening, you will want to enable the “Always save the email files...” setting. Doing so will cause the “Enable Show” setting to disappear. Finally, you will want to disable the “Show the Email Files to the end user” setting.

3. Always Save Email Files to Docrio / Users Can View but Not Make Changes

Lastly, if you want email files to always be saved to Docrio, to not allow your users to interact with them, but still let them see the email files so they know what is happening, enable “Always Save”, hiding “Show Email Files”, and then enable the “Show” toggle.

This option is what we at Litify recommend. Enabling these settings in this way allows for transparency with end users—so they know how their email files are being saved—but also grants you control from an Admin standpoint. This in turn lets you know how email files are being saved each and every time.

Default Settings for Attachments when Saving an Inbound Email

As you’ll see on this page, the settings are as follows:

Slide the toggle buttons next to each setting to enable or disable it.

  • Always save the attachments to Docrio
    • When this is toggled on, attachments on inbound emails will always be saved to Docrio. When the add-in loads within Outlook, users will be unable to change this setting.
    • Enabling this setting will hide the option to “Show the attachments for save by default”. 
  • Show the attachments to the end user
    • When this is toggled on, attachments will show up in the add-in within the Docrio section—shown on the right in the preview above.
    • When this is toggled off, the attachments will not appear within the Docrio section of the Add-in. If you have the “Always Save” toggle enabled, attachments will still be saved to Docrio.
    • This toggle does not have any bearing on if attachments are saved or not. However, it dictates whether they show up in Outlook within the Docrio Email Add-in.
  • Show the attachments as selected for save by default
    • This is a dynamic setting that works alongside the “Always Save” setting.
    • When this setting is toggled on, end users will see attachments within the Docrio section, and be able to check or uncheck it. This setting allows you to grant end users the ability to decide for themselves if attachments should be saved or not.

To help make the relationship between the “Always save the attachments...” and “Show the attachments...” settings clearer, below are three scenarios that outline how you could adjust these settings based on the desired outcome.

1. End Users Can View Attachments Within Docrio and Interact With Them

If you’d like your end users to be able to see attachments within the Dcorio section, and be able to interact with them you would want to disable the “Always save the attachments...” option, and enable the “Show the attachments...” option.

2. Always Save Attachments to Docrio / Users Cannot View or Change What’s Happening

However, if you’d like attachments to always be saved to Docrio, and not allow your users to see or interact with what’s happening, you will want to enable the “Always save the attachments...” setting. Doing so will cause the “Enable Show” setting to disappear. Finally, you will want to disable the “Show the attachments to the end user” setting.

3. Always Save Attachments to Docrio / Users Can View but Not Make Changes

Lastly, if you want attachments to always be saved to Docrio, to not allow your users to interact with them, but still let them see the attachments so they know what is happening, enable “Always Save”, hiding “Show attachments”, and then enable the “Show” toggle.

This option is what we at Litify recommend. Enabling these settings in this way allows for transparency with end users—so they know how their attachments are being saved—but also grants you control from an Admin standpoint. This in turn lets you know how attachments are being saved each and every time.

Default Folder Settings for Email File and Attachment (Optional)

This section allows you to pick the default folder that Emails and Attachments are saved to. Objects that appear in this list as those that have been previously configured under the Objects and Display Fields section.

If no default folder is selected, Emails and their attachments will be saved to the root-level folder—this meaning the Matter Home folder.

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To adjust the default folder(s) for an object, click the pencil icon next to it, and select the new folder from the list provided. Additionally, you can click the remove—X within a circle icon—to remove a default folder.

Auto Threading

The final section on this page deals with settings associated with Auto-Threading—also known as Auto-Saving. This is the process by which every email in a thread/conversation is saved automatically, once this option is enabled.

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Keep in mind the following:

  • When Auto-Threading is ON: All emails will be saved based on the settings specified on the first email saved.
  • When Auto-Threading is OFF: No emails will be saved.

Slide the toggle buttons next to each setting to enable or disable it.

As you’ll see on this page, the settings are as follows:

  • ORGANIZATION DEFAULT: Turn Auto-Threading ON for all users.
    • When this is toggled on, Auto-Threading will be default ON for all emails.
    • We recommend that you turn this option on. 
  • USER DEFAULTS: Individual users can toggle Auto-Threading ON or OFF.
    • When this is toggled On, end users will be able to turn Auto-Threading on or off within the Docrio Email Addin.
    • We recommend that you disable this option for end users.

As mentioned above, we recommend that you turn Auto-threading ON for all users, and turn OFF the ability for end users to toggle Auto-threading ON or OFF. This allows for transparency with end users—so they know when Auto-threading is being used—but also grants you control from an Admin standpoint. This in turn lets you know when Auto-threading is being used each and every time.

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