WorkSite Send and File explained
The idea for this post came about after a recent internal email query from colleagues in our Australia offices where we’ve recently started a WorkSite roll out. When you live Send and File for a long time you forget how confusing it can be for even the tech savvy. It’s not all simplicity in this Applesque consumer world, complex desktop software does exist! So this post is an attempt to simply explain the ins and outs of Send and File.
Lawyer is sending email to their client. To file the email, the lawyer uses Send and File (the subject line will be appended with a subject/luggage tag on send). In our set up the email address of the workspace will be in the BCC field.
Client responds to the lawyer. The email is received into the lawyers inbox and the email is filed using InboxFiler automatically, without any user action (such as pressing File) required.
Since the original email had the workspace address in BCC, the client would not have visibility to it when doing a reply/reply-all. We don’t allow incoming external emails to our workspace addresses, so even if the workspace address was in CC, then the client would get a bounce message returned. This is to prevent spam and other emails directly getting to the workspace. The important thing to note here is we are relying on the luggage tag, to file, NOT the email address for incoming email.
Lawyer then responds to the client. Now this is where our lawyers got confused, as there is an expectation that once they’ve started a Send and File then the whole thread gets filed. But as we’re using the luggage tag the lawyer needs to either:
- Tick the box next to File To on the EMM toolbar to ensure this email is addressed to the matter workspace upon sending
- OR ensure they select Send & File when the dialogue box pops up
When the client then responds the email is filed using InboxFiler automatically again. It’s just the Sent Items that that lawyer needs to remember to always file.
Couple of gotchas also worth pointing out in the S&F world:
- If during this process the Luggage Tag (in the subject line) is removed, the InboxFiler will be unable to identify and file the email. In this case a manual file will be necessary.
- Watch out for “rogue filing”! Scenario: I’m a lawyer and I receive a copy of an email originating from a Senior Partner with a luggage tag in the subject, I forward on the email to a colleague calling the partner an “idiot”. If I left in the luggage tag and the colleague was in my firm with EMM installed, then this email will get filed into the Senior Partners workspace. Oops!
Thanks go to @bashaa from whose email explanation to colleagues I cribbed the jist of the scenario from.