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.
In this article:
- Format of the Email Address
- Getting a Case's Email Address on the Case Profile
- Outreach, Project, and Organization Email Blocks
- Processing
- Formatting Issues in the Notes
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.) Outreaches can be emailed using the following prefixes: outreach , presentation , om , and investigations .
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. Grants can be emailed using the following prefixes: grant , fund , and funding .
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).
Clinic example: clinic-123@abc.legalserver.org (where "123" is the ID number of the clinic). Note, this is for Clinics, not Clinic Events.
Organization example: organization-123@abc.legalserver.org (where "123" is the ID number of the organization).
Getting a Case's Email Address on the Case Profile
Site administrators can make copying case 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:
Outreach, Project, and Organization Email Blocks
The Outreach, Project, and Organization modules have blocks that can display the module's email link with icons for emailing or copying the link. In the case of outreaches, the block allows you to display a specific prefix alias of the site administrators choice.
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.
Formatting Issues in the Notes
Email messages are nearly all formatted with HTML. Some email clients produce better HTML than others. If you've ever looked at the source for a typical Outlook email, you are nodding in agreement right now.
The point is that the notes created by sending an email will not always look just like the email you sent. Especially if you are forwarding an entire email conversation.
If you notice odd formatting in a note, you can file a Support Request or email support@legalserver.org. Please be clear about which note it is. We do our best, but don't be surprised or shocked if we respond saying the particular issue is not something we are going to spend hours trying to address.
Also see: Why Not Delete Email Signatures and Pointless Attachments in Notes