Emails contain a wealth of matter-related information, but they are often scattered in various email accounts used by current (and former) law firm staff. Unorganized office correspondence and client-related emails result in both security and compliance challenges.
Matter-Based Email Management
CosmoLex ties up loose ends by ensuring that each email (and attachment) is filed within the appropriate client-matter folder. The intelligence behind this system triggers an alert if it couldn’t find a match or if it found more than one match. This feature alone will save you countless hours spent organizing all of your emails. And you can rest assured that you will have a complete “paper trail” for every email associated with any matter if disputes or compliance questions arise.
Using Gmail or Outlook? Simply add a setting to your preferred email tool to automatically forward incoming/outgoing emails to your firm’s CosmoLex mailbox, or you can forward individual emails to your firm’s CosmoLex mailbox. This unique, matter-centric approach allows CosmoLex to do a better job at managing your practice than anything you’ve ever seen. Take a look.
Categorize Your Communications
Group individual emails under categories such as “Client Discussion” or “Discovery,” or create your own unique list of categories. You can even apply multiple categories to a single email for cross-referencing. As emails are categorized, they are automatically removed from the inbox to make it easier to declutter and manage. You can also use global exclusion rules to filter out email addresses which you simply want to ignore.
Billing for Email Correspondence
Lawyers read and act on emails at all times from multiple devices. Until CosmoLex, time tracking for email was difficult, if not impossible, and retrofit billing from memory does not produce sound records. Now, you simply mark your email as “billable” and record the time spent along with any details. Nothing falls through the cracks and billing leakage is reduced.
Permissions & Privileges
Just because all of your CosmoLex users can forward their incoming/outgoing emails to your CosmoLex account does not mean everyone should be able to view each others’ emails. CosmoLex gives you complete control to:
Prevent a user from seeing ANY emails
Limit a user to seeing only their emails
Specify select users to see other users’ emails
Emails contain sensitive data. It is critical that email data is kept with the rest of the matter records, and CosmoLex makes it convenient, but that does not mean you need to compromise security or the level of access you provide CosmoLex users. Your email management provided by CosmoLex is protected with the same bank-grade security features used throughout your CosmoLex account.