Wise Owl Legal integrates with Microsoft Outlook to give you the Outlook Helper.
This allows the user to save emails directly from Outlook into Wise Owl to give a clear and concise trail of communication.
The Outlook Helper works with the Documents Module in Wise Owl Legal and can be installed and setup by the Wise Owl Legal HelpDesk at your request.
Logging in
Once your Owl Outlook Helper has been installed, you will need to login to your database.
To do this, from the Helper, choose Other > Options
Select ‘Login’ from the pop up screen
- Enter in the database web address
- Select Set
- Enter in the Username and Password normally used to login to the database
Once this is successful, it will close down the login pop up and update the ‘Current Username’ as who you are logged in as.
Setting Up
Matter Column
To easily see what has and hasn't been saved in your email, we recommend that you add in a column to show the saved status.
To do this, you will need to ensure that your categories are turned on (Contact the HelpDesk for assistance with this) and then choose Other > Options > Add Matter Column
Defaults
Once you have logged in to the Outlook Helper, you are able to set save defaults by clicking on the Other tab > Options and then setting the Metadata defaults.
These will be used to pre-populate your save fields for each document. They can be edited at any time on individual documents or by changing the defaults.
You can set details for Emails IN and Emails OUT and you can also see further advanced options if needed.
Using the Outlook Helper
There are two ways in which to use the outlook helper. The first is to save individual emails to the Owl and the second is to save bulk emails to the Owl.
Before you start saving, we recommend you set up defaults for saving your emails as above.
Saving Individual Emails
You can save individual emails from the root of Outlook (i.e. inbox) or from an open individual email.
Either click your email in the main inbox view or open your email to select it.
From here, click on the Save to Owl button on the top right of the page.
This will open a pop up for you to set the details of the email. It's default Title will be the subject line of the email. This can be edited to reflect what you wish it to be called.
You can search for the matter with the matter number, client name or matter name or any part thereof.
The client attached to the matter will populate down to ensure that you have chosen the correct matter.
You can set the Keywords to be anything that you wish to be able to search on.
See the section below about the Attachments.
You can view additional information by clicking on the View Details button and you can see the defaults that have populated through by clicking on the Edit Metadata button.
Once you are happy with your entries, select the Save to WOL button.
Saving Bulk Emails
Attachments
As with documents uploaded through the Wise Owl Legal Document Module, you have several options when saving attachments.