Send and save emails from a matter

Smokeball's integration with Outlook is among our software's most important features. When you start an email chain from Smokeball, emails are saved automatically to the appropriate matter.

If you receive an email in Outlook, you can assign the email and any attachments to the appropriate matter.

Once all emails are saved in Smokeball, you can manage, review, and find exactly what you are looking for from the email tab in a matter. In addition, all time spent composing and reviewing emails is automatically tracked in Smokeball.

Note: If you find yourself sending sensitive documents or email messages, the best practice is to use Communicate for secure file sharing and messaging.

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. 

    

Attach Multiple Matter Documents to an Email from Smokeball 

1. Select multiple documents in the files section of a matter by holding down the shift or control key and clicking on the documents you want to send. The cumulative size of the attachments cannot exceed 20 MB.  
2. Right-click on the highlighted documents and mouse over the Send option on the menu. 
3. Select Email.  
4. Enter the recipients in the pop-up menu.

Smokeball will then create a draft email with all your selected attachments.

Save emails from Outlook to Smokeball

To save an individual email/file, search or browse for a matter in the Smokeball toolbar at the bottom of an email. Note: You should reach out to support if the Smokeball toolbar is not appearing in Outlook. 

Right click on an attachment to save the attachment only.

To save multiple emails at the same time, select multiple emails by holding "control" or "shift" on your keyboard.

1. Right-click and select save to Smokeball
2. Search or browse and select a matter
3. Choose which attachments to save
4. Select OK

Note: Depending on how many emails you are saving and attachments, there may be a delay in all emails appearing in Smokeball.

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