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.
Use the same care you do with sending email in general regarding confidential or sensitive information.
The size limit on these emails is 80 MB for the email and any attachments.
Notes from emails are typically created in a few minutes, but can take 30 minutes or more during busy times.
Format of the Email Address
The address format is module-ID@siteabbreviation.legalserver.org. This only applies to the examples shown.
Case example: case-12-012009@abc.legalserver.org (where "abc" is the site's abbreviation). Prepending "case" is not required.
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).
Copy and Paste Email Addresses from Case or Outreach Profiles
Site administrators can make copying case and outreach email addresses easy.
Example in a Flowblock element on a case showing the Copy to Clipboard icon:
Older style case profiles may use this side bar element enabled:
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.