Communicator module - Integration of e-mail boxes

Communicator module - Integration of e-mail boxes

This article has been translated by a machine. If you find any errors, we would be grateful if you could report them to us at translation@timesensor.com.

General

The communicator is a communication client built into timeSensor LEGAL with which e-mail and beA messages can be received, managed and archived. The communicator does not replace the familiar communication clients such as Outlook or Apple Mail, but complements them. The communicator is a further development of the e-mail interface already available in timeSensor LEGAL. This article describes the concept of the communicator and how to integrate e-mail accounts (archive mailboxes).

Concept

  1. When you send e-mails, send a blind copy (automatically or manually) to the archive mailbox.
  2. If you receive e-mails, send a copy of each (automatically or manually) to the archive mailbox.
  3. timeSensor LEGAL automatically processes all emails arriving in the archive mailbox by:
    1. downloading the e-mail
    2. assigning the e-mail (where possible) to a case or a dossier
    3. converting the e-mail as PDF and archiving it
  4. In addition, the communicator offers you specialised functions to handle e-mails in a team by:
    1. sharing your mailbox with one or more employees
    2. assigning messages to other staff members
    3. pausing messages
    4. assigning a status to messages
    5. archiving messages

Setting up archive mailboxes

Set up an additional archive mailbox on your mail server for each professional. The abbreviation of the respective staff member has proven to be a good e-mail address for the archive mailbox. As a rule, this e-mail address does not appear externally and is known only to you. It could look like this:
Normal mailbox
Archive mailbox
michael.muster@kanzlei.demm@kanzlei.de

Set up forwarding rules

You want to ensure that relevant mail traffic is sent to your archive mailbox as automatically as possible. For this purpose, most mail servers offer the setting up of rules. Ask your IT administrator to set up the rules as you see fit. Here are some examples of forwarding rules:
  1. Send a copy of each incoming e-mail message to the archive mailbox
  2. Send a copy of every incoming email message, except for my spouse's messages, to the archive mailbox
  3. Automatically set the archive mailbox in the BCC: field with every new e-mail.
Which rules can be stored in individual cases depends on the mail system you use.

Your normal mailbox remains integrated in Outlook or Apple Mail, but the archive mailbox is integrated in timeSensor LEGAL. To do this, go to the Settings area, click on the Parameters button and on the Communication tab. Now configure a corresponding archive mailbox for each professional:
  
Store the access data for your archive mailbox according to the specifications of your IT service provider. Here are some notes on the individual fields:
  1. With the Send test mail button, you can check whether sending an e-mail from the archive mailbox works. Although the archive mailbox is used more for receiving than for sending e-mail messages, you should still configure receiving and sending correctly.
  2. In the Primary Mail Address field, enter the address of your normal mailbox. The entry at this point serves to enable the communicator to distinguish between incoming and outgoing e-mails. If you send a blind copy of an e-mail to your archive mailbox, the communicator checks whether the sender matches the primary mail address. If this is the case, it is an outgoing e-mail and it is then displayed under Sent.
  3. Under Signature you could enter an e-mail foot. We can normally dispense with the configuration of signatures, as the archive mailbox is used more for receiving than for sending e-mail messages.
  4. In the above example, in addition to the two archive mailboxes mm and sa, we have also added a generic mailbox kanzlei. This serves as a "system account", which means that timeSensor LEGAL sends e-mails via this mailbox. If, for example, you want to send invoices by e-mail, they will be sent via the system account.

Calling the communicator

In the personal workspace of a logged-in clerk (in our example, Michael Muster), a new Communicator button appears, provided that
  1. The clerk is the owner of at least one P.O. box and the P.O. box is active.
  2. or if the case worker has been granted access to his/her mailbox by another case worker.

Click on the Communicator button to open it. All the mailboxes accessible to you are now displayed in the window.


Sharing a mailbox with another person

It often makes sense to delegate the processing of the archive mailbox to the assistant. To do this, you can simply release your mailbox to another person. To do this, select the Manage Accounts command in the Tools menu. With one click you can now authorise other people to see your archive mailbox. This then appears as another mailbox in the communicator window of the authorised persons.



To use the communicator, please read the article Communicator module - Working with e-mails


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