Email Suggestions is a setting we created to help you index emails by learning how you have previously filed emails, and provide suggestions based on these so you don't have to manually choose all the indexing details each time.
Notes
- Email Suggestions must be configured before they can be used, but this is a 5 minute job by anyone with access to the Admin tab in Virtual Cabinet.
- It doesn’t require any IT knowledge, no changes are required in Microsoft Exchange, and can be used in conjunction with any of the existing Email Capture facilities.
- For outgoing correspondence the suggestions are based on the first email address you are sending to, and for incoming correspondence the suggestions are based on the email address you received it from.
- If anyone in the business has filed an email against the client, Virtual Cabinet (VC) learns this association between the email address and the index information you fill in, so in future it will offer this when filing under that email address.
Setup
The Add-in Pane
Email Suggestions will require you to have the Virtual Cabinet email Indexing Pane enabled, if it is not already showing follow these steps:
- Open up Outlook, go to the ADD-INS tab, and click on Options.
- In the Virtual Cabinet Outlook Options window navigate to General, and then tick “Show indexing pane”.
<Insert add-in options picture here>
Configuring the Pane
Choose which Filing Cabinets are displayed and the indexes that you want to suggest, to do this follow these steps:
- Go in to the Admin tab of your Virtual Cabinet system and click on Configure Email Suggestions.
Select from the list of Filing Cabinets on the left hand side; you probably want to start with your Clients Filing Cabinet. - On the right hand side you can select and add the indexes that you want to show suggestions for; You probably want to use your Client or Client Code indexes to start with, then press save and close.
Applying to Users
Not all users may want to use Email Suggestions, or you may want to introduce this feature in smaller groups or stages. Therefore, we allow you to enable Email Suggestions per user.
- In the Admin tab of Virtual Cabinet go to View Users and then double click the user you want to give Email Suggestions to.
- There is a tick box for “Show Email Suggestions” that you need to tick.
- Once this setting is ticked the user will start seeing Email Suggestions in the Outlook indexing pane the next time they launch Outlook.
Using Suggestions
You’ll see Email Suggestions in the Outlook indexing pane just like this:
In this example, Virtual Cabinet has been set up to suggest client information for the clients filing cabinet, but it can be set up to suggest anything, e.g. policy data, matters, case numbers. See the section below on how this is configured.
Select one of these suggestions when you want to index the email, and it will helpfully fill in the client details for you. You can then review and fill in any other information before indexing the email.