How do I configure triggering emails from timeSensor?
Triggering emails from tSL - correctly configured
Background
At various points in timeSensor LEGAL, for example in the dossier or in the mandate folder, users can initiate a new email. This means that tSL provides the data for a new email (recipient address, subject, body text, attachments, etc.) and passes this information to the installed external email client (Outlook, Apple Mail). This can be tricky, as these email clients behave differently in the different versions and under Windows or macOS.
Configuration
To ensure that the transfer works as well as possible with as many configurations and variants as possible, you can make a whole range of settings in the parameters of timeSensor LEGAL. It is worthwhile to test here which configuration works best in your own environment in each individual case. Call up the configuration dialogue by going to the Settings/Parameters area. Click on System and on the new tab Email (you need administration rights). The following dialogue appears:
Subject and text
In these fields you can transfer standard texts that are to be automatically inserted into the newly initiated emails. In particular, some variables are available here, which are automatically filled by tSL during the transfer. You can call up these variables from the action menu to the right of the field:
| Variable | Meaning |
| #Reference# | Field Our reference, i.e. own case reference of the currently selected mandate (e.g. 1020-00|21). If you use the automatic assignment (mail window or communicator), then you should add two colons before and after the variable -> ::#Reference#:: |
| #Name# | Field Name, thus the name of the currently selected case (e.g. Divorce). If you have prefixed the case ref to your client name, this will be automatically removed when the case is handed over. Thus, 1020-00|21 Divorce Action becomes only Divorce Action. |
| #Receiver# | Full name of the client to which the currently selected mandate is assigned (e.g. Ronald Meister or Buderus AG). |
| #Matter# | Field In matters of the currently elected mandate (e.g. Krämer ./. Müller) |
| #Category# | Field of the currently selected mandate (e.g. civil law) bzw. Referat des aktuell gewählten Mandats (z.B. Zivilrecht) |
| #Salutation# | Letter salutation of the client to whom the currently selected mandate is assigned (e.g. Dear Ms Krämer) |
| #empty# | This variable is replaced by a blank text. It is only necessary because certain environments have problems with no text being passed. |
Font and font size
Depending on the conditions of your infrastructure, your email client and the selected technology of the transfer, it is possible that the body text of the new email is prepared in a certain font or font size. This is only possible under Windows, as macOS does not currently support HTML via AppleScript. By right-clicking on the Text field, you can call up a context menu that allows you to define the font properties.
In this way, you create an HTML text that is transferred to your email client. It may happen that your email client does not adopt the font size exactly. If this is the case, experiment with different font sizes until the final result is correct on the email client you are using.
BCC
When automatically assigning outgoing emails, it can be useful for tSL to automatically send a blind copy to the archive mailbox. This way the outgoing email is processed by the mail window or the communicator. On the other hand, you can also use a rule ("Transport Rule") on your email server to ensure that outgoing emails are automatically sent to the archive mailbox. In this case, you do not need an additional BCC.
Technology
Depending on the operating system, different transfer techniques can be used. Check which transfer technique leads to the best result for you:
| Technologie | Erläuterung |
| mailto: | With this transfer technique, an .eml file is created and a URL is transferred to the email client. Under Windows, the font and font style can also be taken into account. Attachments are also are supported. The cursor is always at the first position in the new email. |
| script | With this transfer technique, a Visual Basic script is executed and Microsoft Outlook is controlled directly (Windows). This also allows the cursor to be placed at the end of the inserted text. be placed. Depending on the security settings of your infrastructure, however, it could be that the operating system may perform a security query. |
| legacy | This setting is continued for backwards compatibility. It is a somewhat older approach. |
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