Email Management for Law Firms

November 17, 2016In Email ManagementBy Dennis Dimka

Example interface of an Email Management System: The user can open an email saved to a matter, filter and sort by date, sender, recipient, attachment and more.

Sidebar: Practice Management is Not Email Management

Many Practice Management applications have rudimentary Email Management functions. They allow you to copy an email to a case within their case management system. While this is certainly better than nothing, these applications often come up short:

  1. The actual email integration is often clunky, requiring you to setup a clumsy email forward to get emails into the software.
  2. Often, the Practice Management software copies the content of an email to the case record, rather than the full email, in its entirety. A good Document & Email Management System will copy the entire email, in its full, native format (including attachments).

Note that generally speaking Case Management applications are good at managing your cases: Clients, calendars, tasks, time and billing. Often managing documents and email is something of an afterthought, and not core to what Practice Management software is really designed to do.

The Right Tool for the Job: Document & Email Management System

Outlook and Gmail folders are not good Email Management, just like Dropbox is not a good method of legal document management. Practice Management software is not good email management.

So what does deliver robust Email Management for Law Firms?

A true Document & Email Management System. Document & Email Management software goes well beyond simple folders for documents and email, and beyond the rudimentary, so-called document/email management of case management software.

A good, legal-centric Document & Email Management System for law firms will:

  1. Provide powerful indexing and search capabilities—so you can always find the email you’re looking for (even if you have tens of thousands of emails)
  2. Provide central, matter-centric storage of email, accessible to your whole firm.
  3. Store email alongside other matter-related data such as notes and other documents.
  4. Save the email in its complete, native format, complete with formatting, HTML, images and attachments.
  5. Integrate with Outlook: allowing you to copy emails (individually or in bulk) to a matter.

A software tool that provides these functions is essential to Email Management for Law Firms.

Popular Email Management for Law Firms

Popular Document & Email Management applications for law firms include Worldox, iManage and LexWorkplace. If you’re not currently using one of the solutions, or something like them to keep your firm’s email organized and managed—we strongly encourage you to check them out.

Related: Comparing Worldox vs. Netdocuments vs. LexWorkplace

Your firm’s productivity and credibility count on it.

Epilogue: Taking Document & Email Management for a Test Drive

If your firm is evaluating ways to better manage documents and email: take a look at LexWorkplace. It’s a great way to keep documents and email organized and searchable.

Learn More about LexWorkplace