No matter your email provider (Gmail, Outlook, Office365, Exchange, or Yahoo!), Mailbox lets you embed your email directly within MyCase, enabling you to send, manage, and save your email correspondence to the appropriate case or contact file. Your Mailbox will display all email threads as well as all folders/subfolders that exist in your native email inbox.
Table of Contents:
Mailbox Overview [VIDEO]
Setting Up MyCase Mailbox
Email using MyCase Mailbox
Setting up your Personal Email Signature
Save Email Attachments as Case Documents
MyCase Mailbox FAQ
How to Centralize your Email Communications in MyCase
Setting Up MyCase Mailbox
To complete the setup process with your email client and Mailbox, click on Settings in the upper right hand corner and select Integrations & Apps from the dropdown menu. Once there select Install
on the Mailbox card.
You will then be prompted to sign into your email client by providing the email address and password, while allowing connection between the two accounts. Any Microsoft users (Outlook, Office365, Exchange) will be logged in through Microsoft's Exchange.
If you experience any issues connecting your MyCase Mailbox to your email address please don’t hesitate to reach out to our Customer Success team at 1-800-571-8062, live chat, or by emailing email@example.com.
Accounts may take several minutes to fully sync upon initial installation. It is important to leave the proper amount of time for the integration to complete for complete functionality.
Yahoo requires you to set up a unique "app password" in order to integrate your email. This password is created by going to Settings | Manage App Passwords | Generate App Password | Select "other" from the dropdown Menu | type in MyCase.
This will auto-generate a unique password that you will use when syncing your email with MyCase. Your password that you use to sign in directly to Yahoo! will not be impacted.
Once your email is linked to your MyCase account you will notice a new inbox that is listed within the Communications
tab for Mailbox. All emails and folders that are currently in your email account will be shown here.
To view an email simply click on it from the list, you then can respond to any email via: Reply, Reply All, & Forward.
- Reply All
To compose a brand new email select the blue Compose button located in the upper right hand corner. Let’s take a closer look at our options when drafting a new email:
- To, CC, BCC - Enter the name of a contact in the system or any email address.
- Case Link - Link this email to a specific case.
- Subject - Subject of Email
- Email Body - Body of Email
- Send - Send email to all recipients list in the to, cc, & bcc section.
- Send & Add Time Entry - Send email to all recipients and then also create a time entry for the specified case.
- Auto Save - The email thread will be auto-saved to the selected contacts and case. The thread will be viewable to anyone with access to these records within MyCase.
With MyCase Mailbox each user has the ability to create their own personalized email signature that will be automatically defaulted to the end of each email sent from MyCase.
To set this up navigate to Settings, then select My Settings from the left hand side menu and finally Edit Preferences to enter whatever you would like your signature to be. Finally, don’t forget to click Save Preferences.
If you need to manually connect an email to a contact or case simply click the pencil icon under the Case and Contact columns related to the email. This will bring up drop down menus that you can use to browse for your case/ contact or enter the data to search.
To learn more details about Email Integration, check out our other article HERE.
In order to save an attachment as a case document, simply click the cloud icon next to the attachment. If the associated email has already been saved to a case, the “upload case document” modal will auto-populate with the case information.
The MyCase mailbox integration fully encrypts your data end-to-end both in transit and at rest, and is SOC2, GDPR, and CCPA compliant. We have partnered with a leading email integrator that has a strong foothold in the legal enterprise space, Nylas, to ensure your data is protected. Read more about their security here.
1. If I save an email to a case or contact in MyCase and then delete it from my Inbox, will it also be deleted from MyCase?
No. Once an email is saved to a case or contact record, MyCase will store a copy of that email in our system. This ensures that if an important email is accidentally deleted or an employee leaves your firm, you always have redundant copies of important case related communication. If you wish to remove an email copy from MyCase, simply clear the Case and/or Contact fields.
2. If I send an email from MyCase, will it show up in my external email client?
Yes! Our sync with your email is fully bidirectional. This means any action you take in MyCase (e.g. sending an email, forwarding a thread, opening an unread email) will be reflected in your native email client, and vice versa.
3. How do I view all communication pertinent to a particular case or contact?
Go to the relevant case or contact record in MyCase and click Communications | Email. This view will show all email threads resolved to this particular record from any member of your firm.
4. How do I submit feedback for this email integration?
Click the “Tell us what you think” button in the upper right hand corner of your MyCase Mailbox. All feedback goes directly to MyCase’s product development team.
5. After syncing my email, can anyone else in my firm view or access my inbox?
No. Your MyCase Mailbox is only accessible to you. Only emails that you have actively saved to a case or contact file will be viewable to individuals who have access to those case/contact records.