There might be instances where you want to send emails based on some events on Lawcus and instead of manually sending the emails, you want to automate the process. To automate the Send Email action, use the following guidelines to set up the template.

Note that any fields denoted with a red asterisk* require a value.

Steps to Configure the Send Email Action

Let's take an example where the “Send Email” action is triggered when a matter is moved to a new stage.

Go to Automation on the left and click on + Add Workflow to configure.
Add the Workflow Name and Workflow Description to identify them later.
Select Matter moved to stage as the Trigger. If you are looking forward to any particular Pipeline or/and Stage, select them under Setup and click on Continue.
Under Select action field, choose Send Email action and click on Next.
Select the teammate from whom the email is to be triggered. Simply click on the From teammate field, and click on Use matter value from trigger under Custom tab to select dynamic fields. Further, select, Matter originating timekeeper or Matter responsible timekeeper based on your requirements.
To select a particular teammate, click on FROM TEAMMATE tab and search and select the teammate from the available list.
Select the recipient by clicking on the Recipient field. Under the Custom tab, click on Use Matter value from trigger and select the appropriate recipient Dynamic Field from the dropdown options.
To select a particular recipient, click on the RECIPIENT tab and select the user from the available options. Note that this particular option is used to add Personalized Emails to send email automation action. If the email is not available in the dropdown, simply type the full email and address and click on Enter on your keyboard to add the email as recipient. You may also click on the message displaying the new email address to add it to the field.
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Use 'Add recipient', 'Add CC' or Add BCC' options to add multiple recipients, CC Recipients and BCC Recipients respectively. Note that you need to click on them multiple times to select the recipients based on the number of recipients.
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Add a Subject for the email under Subject field and also add the body of the email under Message field. Click on Use Email Template button to select a pre-defined email template, select the template from the Select Email Template dropdown option, and finally click on Copy Email Template content to copy it directly on the Subject & Message fields with pre-defined styles and texts.
If you are adding Subject & Message manually, do not forget to utilize Use Matter value from trigger to populate dynamic values.
Keep the Attach default signature checkbox selected if you wish to add your default signature as the signature for the email.
Drag and drop files on Drag your file here, or select a file to attach a file. You can also click on this button to select files from your system.
Finally, click on the Save button.

It is much easier to generate a document from a template and share it with the recipient through the same email. You need to select the Create Document action in the previous step and select the desired template and dynamic values. Such documents generated in the previous step can directly be attached to the email. To do that;

Go to the Attach document from the previous step field and click on + Button.
Click on the Use Document Data from Step button and select the Document.

FAQ Section

FAQ1: Which email does a workflow use to send automated emails?

Answer: Workflows in Lawcus use the email connected to your Lawcus account; either your integrated email or the one linked to your profile. This integration ensures that workflow emails are sent from the main integrated email account registered in Lawcus. To configure this, navigate to Settings > Apps and Integrations > Email and Integration and verify your email integration settings for outgoing workflow emails.

FAQ2: Which email address is used to send out automated emails If I don't integrate any?

Answer: Email integration is currently necessary to send automated emails. If you don't integrate an email address, the emails won't be sent out. To integrate an email address, go to Settings > Apps and Integrations > Email and Integration and follow the prompts to establish integration. Each user must integrate their email separately with unique credentials.

FAQ3: If I use automation for sending emails, will it automatically use the email account integrated with Lawcus?

Answer: In Lawcus, we provide you with the flexibility to choose the email account from which your automated emails are sent. This feature empowers you to select a specific email address that is integrated with Lawcus, ensuring that your automated emails are sent from the exact source you desire. Only one user at a time can integrate their email for sending purposes. If another user needs to send emails, they must use a different email address for integration.

It's important to note that this email account selection isn't limited to a single user. Any user who has integrated their email with Lawcus can take advantage of this feature, further enhancing the versatility and applicability of your email automation. Ensure that the desired sending email address remains as the primary integrated account email by verifying the settings under Settings > Apps and Integrations > Email and Integration.

FAQ4: Can I use matter name in automated emails instead of client name?

Answer: You can use the matter name in automated emails instead of the client name.

FAQ5: Can an email sent via Lawcus be retracted?

Answer: We don't have this functionality currently, where you can retract emails sent via Lawcus.

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