Here are some answers to common questions you may have while using the Outlook Add-in:
Q. Who can use the Outlook add-in?
All users, including Standard users, can use the Outlook add-in regardless of role. However, standard users won't be able to open and see the emails they saved as they only get preview visibility into the matters.
Q. How do I move multiple emails at the same time into a matter rather than one at a time?
To select the emails you want to save, just hold down the Shift key and click on the last email in the series - then click on the Save icon against the matter for the quickest way to save the emails.
Q. Why is my add-in greyed out?
For the add-in to become active, an email needs to be selected/opened first. Also, make sure your internet connection is stable, and Outlook is connected to the Microsoft Exchange server.
Q. Is the add-in not visible in the ribbon ?
You should be able to personalize the ribbon yourself. Simply right-click the ribbon and choose "Customize the Ribbon." Within the Home (Mail) section, you ought to be able to effortlessly drag the LawVu add-in to your preferred location for display.
Q. Is it possible to track emails to two (or more) separate matters?
You cannot track the same email to two matters, but you can track it to one matter and use 'Quick file to matter' to save the email to the other matter. You can also discontinue tracking on the existing matter to start tracking the new one.
Q. What happens if I change the title of a tracked email?
In cases where Outlook treats a reply or forward as belonging to a different conversation, such as a substantive change in the subject line, our automated tracking will see this as separate from the previously tracked conversation. It will not save these to LawVu automatically.
Q. If someone saves an email to LawVu and then deletes it from their inbox, does it still remain in LawVu?
Yes, the email remains in LawVu.
Q. How to delete a single email from a thread?
To delete a single email in a thread from LawVu, switch the view to "Single files". This allows individual emails within the thread to be managed separately.
Q. What happens if I track an email to a matter, discontinue tracking, and then re-start tracking to the same matter?
If you stop and re-start tracking on the same email thread, a new file will be created and become the target of tracking.
Q. How can I check if an email is being tracked?
The teal category "LawVu - Tracked/Saved" will appear on emails you've saved or tracked to LawVu. However, this tag will only show in your Outlook if you are the one who initiated the saving or tracking process.
To determine if the email is already being tracked by another user, select the email in your Outlook. At the top of the add-in screen, you'll see whether it's already being tracked in LawVu and the associated matter/contract. Clicking on the three dots allows you to either Stop tracking or Open in LawVu. Note: You can only select "Stop tracking" if you initiated the tracking originally.
If you wish to save and track an email to LawVu after already tracking it elsewhere, you must first stop tracking it from the initial matter you saved it to.
Q When I track an email, does it also track all attachments sent and received?
Yes, when you select 'Save Email' all attachments will automatically be embedded for the email you tracked and all the subsequent replies if this 'Save email (attachments will be embedded ) is selected
"Save attachments separately" (to matter files) only applies to the specific email that was initially tracked. So, if someone replies to the same thread and includes an attachment, it will not be saved to matter files but will still be embedded in the email.
Q. Where is my tracked email in LawVu?
The tracked email is saved to the Files tab of the matter/contract you selected.
Hovering over the email's subject line tells you who tracked it. If you click the ellipsis button you'll see the option to open it in LawVu.
After tracking or saving an email from Outlook LawVu, switch to the Emails view in the Files tab of the matter or contract to view it.
Tracking will continue regardless of whether Outlook is closed/opened.
Q. Can I use the email tracking function from a shared and delegated mailbox?
Due to technical limitations, thread tracking is currently unavailable for delegated and shared mailboxes. Users can still perform other actions, such as creating matters/contracts, saving files, and retrieving files, using shared mailboxes. However, email tracking is not supported.
Q. If I start tracking halfway through an email chain, will it track all the emails?
Tracking will only apply to emails that are newly received or sent (replies or forwards) and not to any emails that are currently in your mailbox.
If you wish to save all of the current emails in the conversation, you will want to select the option ‘Save all emails in this conversation’ to ensure each email is uploaded to LawVu. This also implies that all attachments from all emails within the same conversation will be embedded in each respective email.
Q. Can business users use the Outlook add-in ?
Yes, business users can use the Outlook add-in to create new matters and contracts.
Q. If I track an email, will the attachments sent and received in future replies be saved as well?
Yes, all attachments will automatically be saved for the email you tracked and all the subsequent replies - they will be embedded into the email.
Please note 'Save attachments separately' only applies to the specific email being tracked.
Q. What happens to emails if someone saves an email chain using the add-in and then leaves the organization?
The saved emails remain in LawVu. However, when a former employee's Outlook account is deactivated, the tracking is broken, so new replies to that email thread won't automatically be saved.
The person taking over work on their matters and contracts must re-save the email thread so a new connection is established between their Outlook account and LawVu and any new replies or forwards to that email thread are captured.
Q: Which operating systems are supported?
The LawVu for Outlook add-in works on both Windows and Mac operating systems.
Experiencing issues or have other questions?
The easiest way to fix most problems is by performing an add-in refresh.
Uninstalling/reinstalling the add-in also works to resolve many issues.
Please refer to this article for the exact steps to troubleshoot the Outlook add-in.
If the problem persists, get in touch with us via the support chat bubble on the bottom right of this screen.