Send and save emails from a matter

Smokeball’s integration with Outlook allows you to send emails from and save attachments to your matter. 

Send an email from Smokeball 

1. Open a matter and select Email from the Actions toolbar. 
   

2. Click on the "To" field and select the recipient/s from the drop-down menu.

   

3. Add Ccs to the email by clicking on the "Cc" field. You can also select "Bcc" to add a Bcc.

   

4. Select Attach file to add matter files as attachments to the email.

   

5. If you don't have the Archie add-on or don't wish to use it, select Continue to Outlook to start composing the email in Outlook.

   

6. If you have the Archie add-on, you can get Archie to generate a draft of your email. To do this, write some instructions in the Tell Archie what to draft text box and select Generate Draft.

   

   Archie will start thinking, then it will generate a draft email. Review the draft and make changes by selecting Change Tone, Change Length, or Change Writing. You can also type any changes in the Any changes needed? text box and clicking the arrow. Archie will then regenerate the draft with your changes.

   • If Archie's draft misses the mark, select Try Again to run the draft from scratch.

   • You'll have the chance to edit the email in the next step, so the draft doesn't have to be perfect!

     

   • You can go back to a previously generated draft by selecting the left or right arrows next to your instructions. Note that drafts are discarded if you close the Email window.

     

7. Select Use this Draft to continue.

8. The draft will become editable. Make any changes, then select Continue to Outlook.

   

9. Outlook will open in a new window. From here, you can make further changes to the email, add styling and a subject line. 
   • You can use the Smokeball matter bar at the bottom of the email window to action Smokeball-specific tasks: 
     • View the details of the matter directly from Outlook by selecting View Matter. 
     • Select Attach to attach more documents from your matter to the email.
     • Add more email addresses by selecting Send To, which will bring up the list of parties and staff to select from. 
       

10. Select Send once you are ready to send the email. The email will be saved to the Smokeball matter. 

    

View all email communications for a matter 

You can access all emails sent from Smokeball regarding a matter by navigating to the Emails tab within the matter.  

Select the arrows next to the categories to show emails sent or received from a specific email address.

See More 

Save emails to Smokeball 

With the Smokeball to Outlook integration, you’ll see a Smokeball search bar at the bottom of emails, allowing you to browse for a matter to save the email to. To save the email: 

1. Open the email in Outlook, then select Browse from the Smokeball search bar. 
   
2. Select the matter to save the email to. If there’s attachments you wish to save as well, tick the box next to the attachment name. 
   
3. Select OK. 

Any emails saved to a matter will have the Smokeball tag applied to them in Outlook. 

They will also appear in the Received category in the Email tab of the matter.  

The email and associated attachments will also be viewable from the Documents section. 

Save multiple emails to a matter

You can save multiple emails to a matter from Outlook: 

1. In Outlook, hold the Ctrl or Shift key while selecting multiple emails. 
2. Right-click on one of the emails and select Smokeball – associate emails with matter. 
   
3. Select the matter and tick the attachments you wish to save. Then, select OK. 

Save one email to multiple matters

An email can only be assigned to one matter from Outlook.

If you need to have copies of an email on additional matters:

1. Save the email to a matter.
2. Right-click on the email in your Files List.
3. Select Copy To, then Another Matter.
   
4. Select or search for the matter.
5. Repeat the steps for every applicable matter.

Next steps 

Once you’ve learned how to send emails from Smokeball, learn how to send emails from Microsoft Word, or set up email containers to automate emails.