circa logic
Workflow

Email and documents filed by rule

Complete matter files without anyone dragging and dropping email.

Talk about this workflow

Matter email tends to live in personal inboxes. Attachments never reach the workspace, and when someone leaves the firm, part of the matter file goes with their mailbox. Manual filing tools help only when people remember to use them.

This workflow files messages and attachments by rule: matter numbers in the subject line, known client domains, or a tag applied in Outlook. Each item is saved to the matter workspace with document type and author set. Anything ambiguous goes to the user for a one-click confirmation instead of being guessed.

How it works

  • Outlook
  • iManage · NetDocuments · SharePoint
The problem todayMatter email lives in personal inboxes and attachments never reach the workspace.
  1. Rules matchMatter numbers in the subject, known client domains or a tag applied in Outlook identify the matter.
  2. Filed and profiledMessages and attachments are saved to the workspace with document type and author set.
  3. Unsure? AskAnything ambiguous is sent to the user for one-click confirmation, never silently guessed.
Complete matter files without anyone dragging and dropping.
Before we start

What you’ll need

  • Microsoft 365 mail with admin consent for the filing service.
  • A document management system or SharePoint library structured by client and matter.
  • Agreed filing rules, which we design with you during the analysis.
Systems

Systems this connects

Using something else? If it has an API, a database or a reliable export, we can usually work with it.

Common questions

Will it file personal or privileged-sensitive email by mistake?

Only messages that match an agreed rule are filed, and uncertain matches ask the user first. You can also exclude mailboxes, folders or senders entirely.

Do we need a new add-in for Outlook?

Not necessarily. Most filing runs in the background from rules and tags. Where an add-in helps, we use what your DMS already provides.

Does it work with our existing DMS filing tools?

Yes. It complements them by catching what people forget to file, using the same workspaces and profile fields.

Want this in your firm?

It starts with a 30-minute call about how your firm works today. Your version is designed with your team, rule by rule.

Start the conversation