Email a Note to a Case or Other Record

You can send an email to a case or other record. A properly addressed email will be converted to a note, and any attachments uploaded to the record.

Note: Information sent via e-mail is not secure by default, including information in attachments. Sending notes and documents that contain client information via e-mail creates a risk that confidential information could be intercepted and viewed by unauthorized third parties.

The size limit on emails is 80MB for the email and any attachments.

Notes from emails are typically created in a few minutes, but can take 30 minutes or more during times of high server load.

Format of the Email Address

The address format is module-ID@siteabbreviation.legalserver.org.

Case example: case-12-012009@abc.legalserver.org (where "abc" is the site's abbreviation)

Outreach example: outreach-2367@abc.legalserver.org. (Note: project-2367@abc.legalserver.org no longer works for outreach records.)

Grant example: grant-123@abc.legalserver.org, or, grant-Title_III@abc.legalserver.org. in this example, 123 is the grant Code value, and Title III is the grant Source value. Also note that the space in Title III needed to be replaced by an underscore in the email address.

User example: user-jsmith@abc.legalserver.org (where "jsmith" is the user's login name).

Project example: project-789@abc.legalserver.org (where "789" is the ID number of the project (Effective 2023-02-03).

As you can see in the example below, prepending "case-" is not required for emailing to a case, but is required for other records.

Copy and Paste Email Addresses from Case Profile

Users can copy the email address for the case from the Case Summary Pane on the left side of a case profile page:

Processing

LegalServer will process the email, using the email subject line as the subject of the note (prepended with "Email:"). The "From" line of the email will be added to the note body, as will the body of the email.

Attachments to an email will be uploaded as files. The file(s) will appear along with the note created, and in the document folders of the record. As the example illustrates, you are not limited to documents. PDFs, spreadsheets, and wav files from a voice mail system, can be uploaded.

LegalServer automatically creates a "Mail" folder on the record when it processes an email, and an "Attachments" subfolder under "Mail" when attachments are processed.

The ".eml" files shown above are the raw text of the message and any attachments. Those files may be periodically deleted.