Docrio Email User Guide

 

Docrio Email allows users to easily keep track of emails and attachments that relate to their caseload. This guide was written to help Docrio Email get started with our integrated email solution, and to help them get the most out of their experience. 

Table of Contents.

Prerequisites

Prior to getting started with Docrio Email a few things will need to happen:

Once the above steps are completed you’re ready to get started!

Navigation

This section will provide a general overview of the various sections of Docrio Email. It’s meant to provide a more high-level introduction to the add-in, and includes images for you to get a better idea of the look and feel of the add-in. The sample images below specifically show what Docrio Email looks like when saving an email that has been received.

General Navigation

Docrio Email operates as a standard Microsoft Outlook add-in. To launch the add-in, after initially setting up Docrio Email, click an email within Outlook and then click the Docrio icon within that email. 

The top of the add-in includes a few pieces of useful information:

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  1. Add-in log and name
  2. Outlook pin and exit button
    • The pin is a normal piece of Outlook functionality. Pinning the add-in will keep it open as you travel between emails. 
  3. Notification as to whether the email has been saved
    • More on saving emails later in this article.
  4. Autothreading toggle
    • Autothreading being ON or OFF is an org-wide default that can be configured by an admin via the Docrio Email Admin Settings page. 

The middle part of the add-in is where you can locate a record to save the selected email and its attachments to; it’s here that you can also view record information after you’ve saved the selected email/attachments. 

Prior to saving, the center of the add-in will allow you to:

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  1. Pick which object to display and search for using the icon drop-down. 
  2. Search for a specific record using the box provided. 
  3. View a list of records depending on what has been configured within the Docrio Email Admin Settings > Search Views section.
    • In the example above you will see two tabs: 
      • Recently Viewed: Displays the five most recent records that the user has visited within Litify for the object chosen
      • Additional Search View: An additional view that will display information based on what has been defined in the Docrio Email Admin Settings. In the example above this has been set to “My Matters.”
    • In that section of the Docrio Email Admin Settings an admin can specify a specific list view to appear when searching for a specific object. If no view is selected, only the Recently Viewed list will appear, and users will have to search for records against the global list using the search box provided.
  4. For each of the records that are being displayed within the search view you will be able to see the display fields that were specified within admin settings.

After selecting a record, the add-in will display information relating to the email, such as:

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  1. Saved Location: View which record this email will be saved to.
    • Click the pop-out icon to view the record within Litify.
  2. Activity Timeline: Displays if, and how, this email is being saved within the Docrio Activity Timeline.
    • Clicking the name of the file will allow you to change how it is being saved to the Docrio Activity Timeline.
    • The check mark next to an entry appears based on the settings configured within the Litify Activity Timeline Settings section of the Docrio Email Admin Settings. For the example above, the settings have been set to: Always save the Email to the Activity Timeline and Show the Email to the end users.
  3. Docrio: Displays a copy of the EML file of the email, and any attachments that were included in the email.
  4. Save: Button used to save the email and its attachments. 

The bottom section of the application provides:

  • A settings (cog) button which will launch the Docrio Email Admin Settings page within the Litify platform. 
  • A button to log you out of the Docrio Email add-in.

Litify Badges Within Docrio Email

Within your Email Client we use several category badges, that appear as small images, to quickly convey information to the user. These category badges appear for an entire thread within your Email Client.

Threads can have one or multiple badges appear on them. For example, a user may see the Litify Save Badge along with the Litify Failure Badge within the same thread. This means one of the emails in the thread saved successfully, while another email failed to save. Users should click on the individual emails within the thread to allow Docrio Email add-in to load. Once launched, users can view the specific details for each email within the add-in to know if it was successfully saved or not.

Badge Name

Purpose

Appearance

Litify Blue Badge

Everything has been saved to litify. 

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Litify Processing Badge

The email is in the process of being saved.

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Litify Failure Badge

Something in the email failed, and you should go back to it to see what happened.


There is the notification/status message at the top of the add-in that will let you know what failed—this meaning whether the email or files failed to save.

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Using Litify Badges

If you received an email that had multiple recipients—all within your organization—and you saved the email, the Litify Blue Badge will appear in everyone's inboxes that received the email. This will let everyone that received the email know that it has been saved and that they don’t need to save it again.

If you click on an email that has already been saved, the add-in will load showing you all the save settings for that email. So you know where the email, and any attachments associated with it, has been saved.

Saving Emails and Attachments

Saving emails and attachments allows you to quickly associate them to records within the Litify platform. Follow the steps below to save an email and its attachments to Litify:

  1. Launch your email client and make sure that you are logged into Docrio Email. 
  2. Select an email which you would like to save to Litify. 
  3. Within Docrio Email, locate the record you wish to save using the search box and list(s) provided.
    • Use the icon drop-down menu to search for and display results of a specific record type. 
    • The lists displayed here can be configured via the Docrio Email Admin Settings page under the Search Views section.
  4. After selecting the record you’d like to save to, you may edit how you’d like this email to be named within the Docrio Activity Timeline using the pencil icon.  
    • Changing the email name is completely optional. You're more than welcome to keep the name the same as it appear within your email client. 
  5. Edit the file names using the edit icon next to each entry under Docrio.
    • The first file under the Docrio section is the EML file version of the email you’re viewing. Attachments to this email will be listed under the EML file. 
  6. Edit the folder the email file and its attachments will be saved to using the folder icon next to each entry. 
    • Default folders can be established on the Docrio Email Admin Settings page.
  7. Save changes to individual items by clicking the blue check mark next to them. 
  8. Save the email and it’s attachments to the desired location using the Save button.
  9. You can quickly tell that an email has been saved when you see the blue Litify badge next to the email’s title. When selecting the email the Docrio Email add-in will also say “Email is Saved” at the top.

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  10. Once saved the folder and check mark icons next to Docrio items will be replaced with a pop-out icon. Click this icon to view the related item in Litify.

Composing New Emails

Another feature of Docrio Email is the ability to associate new emails to a record as you’re composing them. You can also search for, and attach, documents stored within Docrio to new emails. 

  1. Launch your email client and make sure that you are logged into Docrio Email. 
  2. Start composing a new email. 
  3. Open Docrio Email by clicking the Docrio Icon near the bottom of the new email. 
    • You can also pin the Docrio Email add-in while viewing another email, which will keep it open, and then start to write a new email. 
  4. Fill in all of the necessary information for the new email as you normally would. 
    • For example, recipient(s), email body, external attachments, etc.
  5. Search for and locate a record within Litify that you would like to save this new email to.  
    • This is done using the search box, object icon drop-down, and search views. 
  6. Add attachments either by selecting them normally—from your local machine/network, or add items from Litify using the Select attachments button. Remember that if you attach files normally then you can save those new files into Docrio. Alternatively if you select files from Docrio to attach to the email, you can not save them to Docrio because that is where they came from.

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  7. Clicking Select attachments allows you to search for, and select, files from within Docrio that you would like to attach to your email. From this view you can also pop-out potential attachments from Litify to easily preview them before attaching them.

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  8. When you’re satisfied with your attachments click the Attach button near the top of Docrio Email. 
  9. Rename items within the add-in and change their destination folder as needed.
    • Information within the Docrio Email admin will populate based on what’s happening within the email you’re drafting, NOT the other way around. For example, if you add an external attachment to your new email that new attachment will appear as a new item under the Docrio section. However, if you alter the name of an attachment within the Docrio Email add-in it WILL NOT change the name of that attachment within your email. This is an important consideration when renaming items and choosing where to save them. 
  10. Once you’re satisfied with the information you’ve entered click Save within Docrio Email and send your new email. Doing so will pre-save your email until it is sent, after which your information will be saved to Dociro.
    • Keep in mind that information is not TRULY saved to Docrio until your email is actually sent. 

Viewing Docrio Email Information Within Litify

After saving an email and its attachments you can view the saved items within Litify. This can be done one of several ways:

  • Search for the record that you’ve saved your email and its attachments to. When viewing that record,  you should see the saved items attached to that record. 
  • Search for the saved items within the Docrio Filing Cabinet.

Saving items to Litify from your email client is almost instantaneous. Aftering saving an email and its attachments you should be able to immediately view those items within the Litify platform. 

Troubleshooting

As a general rule of thumb when using Docrio Email, if you experience an issue, the best thing to do is to click off of the email in question and then click back into it. This will refresh the add-in and usually fix any minor issues or delays that may impact your experience. 

Certainly if you encounter any serious issues while using Docrio Email we encourage you to contact our Litify Support Team (support@litify.com) for help.  

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