Attach Document to Email

1. Create the email
2. On the Outlook ribbon, in the DMSforLegal section of the Message tab, click on the middle button that says Attach DMS File.

3. Within the Attach File dialogue box that opens, there are many ways you can locate the file you want. The contents display area is a large section in the middle indicated by the red box below.

*Note: On the left side panel your entire DMS tree is visible. Underneath the tree is the _Recent documents file which includes all your Word, Excel, PowerPoint, PDFs, etc. files opened on the device you’re currently on.

On the right-side panel is the selected folder content display area. By default, the _Recent documents folder is selected and on the right-side panel the folder contents are displayed.

4. Within the Attach File dialogue box, either:

• • Browse for and select document

• • Use the search box to locate the file

• • Click dropdown arrow to the right of the text field box to view recently opened folders.

5. Click OK

Insert link to document in email

You can insert a link to a document from DMSforLegal directly into an email instead of attaching the document.  This gives you more control and security over your content by setting permissions such as Read Only, or Allow Editing, prior to sending the document.

To insert the link, follow the steps outlined and labeled in the images below.

1. Create the email. Insert cursor into email where link is to be placed
2. From the Message tab on the Outlook ribbon, click Link DMS file

3. Within the Link File dialogue box, either:

• • Browse for and select document

• • Use the search box to locate the file

• • Click dropdown arrow to the right of the text field box to view recently opened folders.

4. Click OK. A link to the SharePoint server is inserted.

Attach and link

It is possible to combine the above attachment and linking procedure by clicking the arrow next to Attach DMS file and selecting Attach and Link. The attached file will be automatically linked in the email.

Users can file an email within DMSforLegal through the Filing Pane:

1. Select the email
2. Place cursor inside DMSforLegal Filing Pane text field box. If the Filing Pane is not visible click the Filing Pane button on the DMSforLegal tab on the Outlook ribbon.
3. Type destination location
4. Click File button to the right of the file bar. The email will be left inside the user’s mailbox and a copy has been filed to the chosen destination.
5. When filing an email through the Filing Pane it is also possible to subscribe to the filing destination by clicking the + symbol, or to navigate to that folder by clicking the > symbol.
6. The email now displays “Filed” and a yellow stripe is present to indicate the filed status at a glance from the inbox. The Categories column will also receive a yellow box and “Filed” status for that email.

Copying and Moving Emails

By clicking the dropdown arrow to the right of the File button, you can also choose the copy and move options, instead of filing the email directly.

You can also move emails into your DMSforLegal folder by dragging and dropping email from your mailbox to the site, subsite, or folder on the DMSforLegal tree.

Filing email attachments separately

It is possible to file an email attachment separately from the email.

1. Click the arrow symbol right next to the attachment.
2. Select either Save to DMSforLegal or Save All Attachments To DMSforLegal. The former is used when only one attachment needs to be saved. The latter is used when multiple attachments need to be saved simultaneously.  

By default, the tag consists of the customer name and the client matter number (i.e. [District-2535]). Your set up may be different depending on how the design was determined. Below is an example of what a luggage tag looks like:

Create Luggage / Metadata Tag

1. Create an email and click the Send
2. The File email dialogue box opens, as shown below. The only information you can modify here is the Destination. You also have the option to send the email without filing it.
3. Determine the destination folder by either:

• • Typing the folder location in the text filed to the right of the Destination
  • Clicking the dropdown arrow to the right of the text field to view recently stored locations.
  • Clicking the […] button to browse for folder location. If you choose this option another dialogue box will open showing your DMSforLegal folder tree, for you to directly select the folder you wish to save to.

*Note: Users can now create a new subfolder, by clicking on New Folder.

4. Click OK. When the email is received by the recipient, a luggage tag is added to the subject line.

*Note: Luggage tags do not display in SharePoint folder views. Luggage tags display with emails in Outlook’s Saved Items folder, and in the user’s mailbox when tagged emails are received.

If a user attempts to place an email into a destination folder that already contains a duplicate of the email, the user might be prompted with the Duplicate Email dialogue box. There are two options:

• Choose Save the email with follow up number to add a version number extension to file name.
• Choose Don’t save the email to not move a duplicate into the destination folder

*Note: If this does not happen for you then you have most likely configured your settings in a manner that does not save duplicates. See the section noted in the red box below.

*Note: To configure preferences for duplicate emails, see Configuration 2.3.2 Preferences.

Users can manually select a filing destination by clicking the arrow symbol in the destination bar, or search for a different destination by clicking the three dots symbol right next to it.

When the sent email is either a reply or a forward of another email, the suggested filing destination will be the same as the original filed email.