This is a Legacy Service, meaning MyCase will no longer provide updates for this service. Check out one of our robust new email integration solutions, MyCase for Gmail or MyCase for Outlook, to easily link emails, save attachments, and create time entries directly from your native inbox.
MyCase's Email Integration features let you easily store emails in a case and/or client file.
This is useful for email correspondence outside of MyCase that you would like to bring into the system. Eliminate scattered communication; MyCase will be the central communication hub for messages, comments, and emails. Email Integration in MyCase also supports attachments (attached files will also get forwarded into MyCase).
How Email Integration Works
Each user at your law firm will have a unique email forwarding address assigned to them. They can forward incoming and outgoing emails to that address and MyCase will automatically save the email and its attachments to a case and contact when able to correctly identify them.You will always be able to see all emails that you forwarded in your Messages tab.
MyCase’s email integration will identify the correct contact and case when both of the following are true (as long as the Emails Settings are enabled):
The email thread is TO or FROM one contact stored in MyCase with an email address. MyCase will match the contact based on email address.
The matching contact is linked to one case
Within the email subject or thread, there is a Case Number (minimum of four characters) that matches the “Case Number” field for a case within MyCase. These emails will be linked to a Case only (not a contact).
If MyCase cannot correctly identify a case and contact, the emails can be resolved, or manually assigned to the case and/or client file by the forwarding user, or another firm user chosen to resolve emails on their behalf.
PRO TIP: Help MyCase identify the correct contact and case for the email by making sure the contact is saved in MyCase with an email address OR a case has a matching Case Number with at least 4 characters.
Now, let's get you setup with email integration…
Step 1: Save the Forwarding Email as a Contact in your Email Program
Add your unique email forwarding address as a contact in your email program so you don’t have to remember the forwarding email address. You can find your unique forwarding email address by clicking on Email Integration in the dock at the bottom of your screen.
When the Email Integration box opens, click Settings. There will be a field called Your MyCase Email. Sending or forwarding email messages to this address will bring them into MyCase for you. Highlight and copy the displayed email address.
Next, let's create a contact in your email program using your MyCase Email Forwarding Address. Open the program you use for email (Outlook, Gmail, Mail, etc.). Create a new contact. Paste the email address into the email field. When you name the contact, we suggest something like "MyCase Dropbox" or "MyCase Email". That way when you are forwarding a message into MyCase, you can simply type the name of the contact instead of having to remember your Email Forwarding Address.
Step 2: Send your emails to MyCase
You can do this by forwarding an existing email address or by BCC-ing new emails to the MyCase Email Contact that you created in Step 1.
If MyCase can correctly identify the contact and case for the email, it will automatically save the email to the case and contact. No additional steps needed!
PRO TIP: Make sure that your Email Settings are enabled to allow MyCase to automatically save emails and their attachments to a case and contact if they can be identified. You can check this by clicking on Email Integration in the dock at the bottom of your screen and viewing the settings tab.
Step 3: Manually Save Unresolved Emails to MyCase (when MyCase doesn’t do it automatically)
If MyCase cannot identify the correct contact and case, the email will be unresolved. This may happen if the email is not TO or FROM a contact with an email address saved in MyCase, or the matching contact has more than 1 case. In these instances, you or <<another firm member who can resolve your emails>> will need to resolve the email to save it to the contact or case.
In the dock at the bottom of MyCase, you will notice the Email Integration icon has a red bubble with a number over it (pictured below). This lets you know that you have unresolved emails awaiting your attention. Click the Email Integration icon.
You will be taken to Email Integration screen. All of your unresolved email messages will be displayed here (pictured below). This is where you can assign each email to the proper case/client file, save any attachments that came in with the email, and double check that everything looks OK.
Email Preview - The subject of the email will appear in bold, and a preview of the email body will come after it. You'll also notice the original To and From fields are displayed. You can read more of the email by clicking “Read More”.
Email Date & Time - The date/time that the email was sent or received. MyCase will try to extract this information from the email, but you can always change it if need be.
Case Link - Specify the case that the email should be linked to. MyCase will try to auto-populate this field based on records in the system. This is an optional field.
Contact Link - Specify the contact that the email should be linked to. This is an optional field.
Incoming & Outgoing - Let MyCase know whether the email was incoming or outgoing:
Incoming Email - This email message was sent to you by someone else and is now stored in MyCase.
Outgoing Email - You sent this this email message to someone and it is now stored in MyCase.
Attachments - Any attachments that came in with the email will appear here. You can then choose to save the attachments to a case file, or save them as a firm document. Learn More About Email Attachments.
When you have specified the information for an email message, click the Resolve button.
Step 4: View or Manage Emails after they are Saved to a Contact or Case
After emails have been resolved, the emails will be able to be viewed in two different places within MyCase. The first area will be under any case file within the Messages section (see below). Here, anyone with access to the case or contact can see the forwarded email.
The second area will be in the Messages tab at the top of your MyCase account under 'Forwarded Emails' (see below). Here, you will see any email that you forwarded to MyCase.
Emails stored in MyCase will never be shared with clients or contacts, only other members of your law firm.