The purpose of this article is to walk you through the process of setting up automation to save emails to designated folders on your SharePoint work sites. 


NOTE: This flow requires the use of SharePoint as your document management solution. Microsoft Teams is leveraged to initiate this automation, and does not require active use for this automation to function correctly. 


Please talk to your organization's admin user if you do not see the settings outlined in the walkthrough video or the article. Functionality may have been previously disabled in your organization's high level settings for LawToolBox.

Step-by-Step Instructions

The following steps are to be taken following the initial set up of a new matter. Many of these steps included previously configured set-up components of both Teams and SharePoint. Links to related walk through articles will be provided below for reference. 


Teams:

  • Create the team by opening the matter menu and clicking "Create Team." 


  • Apply your pre-configured template to create the desired channels in the team for your new matter.


  • Open Teams and locate your newly created team, which will include the channels from the template that was applied.


  • Each of your channels has the ability to create a dedicated email address for that channel.


  • Click on the "Get email address" option and open the menu. Click advanced settings.


  • Ensure that "Anyone can send emails to this address." Then click save


  • Ensure that this is done for all channels that you are trying to set the automatic email filing up for.


  • This email is what you will add as a CC to all emails you wish to auto save to the folder that is created for this channel on SharePoint.


SharePoint:

  • When a template is applied to Teams for new channels, these channels will automatically create a corresponding folder in the SharePoint workspace for that matter. 


  • Once you send the first email that includes the email address from one of your channels, a new folder called "Apps" will automatically populate. 


  • Within the "Apps" folder you will find that new folders will create based on the email addresses you send out from their corresponding channels. These folders will create after the first email is sent out using the channel email.


Email:

  • The most important aspect of this process is ensuring that the email address for the relevant channel is added to all correspondences going forward. We recommend setting up email templates to convey this to clients and co-counsel, and ensure that the channel email is added to your case distro list.


Best Practices:

  • We recommend making this process part of the initial set-up of your case on LawToolBox, ensuring that all aspects are in place prior to increases in communications for your case.
  • Create a template for your initial email communication to stress the importance that those contacting you add the channel email as a CC.


Additional Resources: