Automated email filing helps your firm maintain a complete and accurate record of client email communication by filing messages to a contact's matter. Automated email filing connects Gmail, Outlook, or Microsoft Exchange accounts to Clio Manage and Clio Grow and, by default, files emails to or from contact addresses already saved in Clio, matching each email or thread to the correct matter. Once connected, you can also send new emails and reply to filed threads from Inbox > Emails. The result is a matter record that reflects client email communication in both directions, filed automatically in most cases, with a matter to select only when the correct match is unclear.
Note: Microsoft Exchange support requires a Microsoft 365 Business subscription on a Microsoft-hosted mailbox. Third-party-hosted Exchange accounts are not supported.
Connect email
You can connect your email from both Clio Manage and Clio Grow. The connection covers both, so you set it up once. Each firm user connects their own inboxes to file their own sent and received emails, and can connect more than one email address. To add an inbox after the first, click Connect another inbox.
Note: In the old Clio experience, Manage settings and Grow settings are Settings in the left navigation, and Inbox is labeled Communications.
Important: If your firm uses a Microsoft 365 Business account, a Microsoft admin may need to approve the connection request before it completes. A Microsoft admin can approve the request in Microsoft Azure. See Microsoft's documentation on user consent for more information.
Note: Emails sync per user based on the inboxes they connect. Once an email files to a matter, firm users can open it according to that matter's permissions, separate from the sender's or recipient's inbox. See Matter Permissions and Rates to learn how to edit matter access.
- Go to the user menu > Manage settings > Communications.
- Click Connect your inbox, then select Gmail or Outlook / Exchange.
- Select and sign in to your account.
- Review Clio's Privacy Policy and Terms of Service.
- For Gmail, click Continue to connect your email.
- For Outlook / Exchange, click Accept.
- Optional: Update the Show emails for setting: Contacts, Contacts and firm users, or Everyone. The default is Contacts. See Edit email sync settings, below.
- Optional: To connect an additional inbox, click the Connect another inbox dropdown, then select Gmail or Outlook/Exchange.
- Go to the user menu > Grow settings > Communications.
- On the Email tab, click Connect your inbox, then select Gmail or Outlook / Exchange.
- Review Clio's Privacy Policy and Terms of Service, then click Continue.
- Complete the sign-in and permissions prompt for the selected provider, then allow access.
- Optional: Turn on the Grow AI: Screen and reply to new leads toggle.
Disconnect email
Disconnecting stops future automatic filing. Previously filed emails remain in Clio.
- Go to the user menu > Manage settings > Communications.
- Click the three-dot menu next to the connected address.
- Click Disconnect.
- In the new modal, click Disconnect again to confirm.
- Go to the user menu > Grow settings > Communications.
- On the Email tab, click Disconnect next to the connected address.
- In the new modal, click Disconnect to confirm.
Understand automated filing
Once connected, emails and attachments route to the appropriate matter and contact. Automated email filing syncs emails you send or receive after you connect your account. Entire threads file together, with original rich-text formatting and links, and each thread files once, without duplicates. Attachments save to a dedicated Email Attachments folder in the matter's documents, and filed emails receive a Filed to Clio label in Gmail and Outlook. Filed emails are available in both Clio Manage and Clio Grow. Automated filing leaves your emails in place, without moving or deleting anything in your inbox.
When an email comes from a contact with multiple matters and the subject or body omits the matter name, select a matter to complete the filing. Search for a matter, or choose from the list of suggested matters.
Note: Once you file the first email in a thread, replies in that thread file automatically.
How emails match to a matter
- If a contact or related contact on the email is linked to a single matter, the email files automatically to that matter.
- If a matter name appears exactly in the email subject or body, the email files automatically to that matter, even if the contact has multiple matters.
- Click File to matter.
- Choose from Suggested matters, or search using Find a matter.
Select one of the following options:
- No matter
- Do not file and remove
Edit email sync settings
By default, only emails to or from contacts in your Clio Manage and Clio Grow file automatically. You can change the default setting to include emails from all firm users, or to include all incoming and outgoing emails.
Important: Changes to the automated filing settings apply retroactively. The change removes previously filed emails that no longer qualify, and files previously unfiled emails that now qualify.
- Go to the user menu > Manage settings > Communications.
- Click the dropdown and select a Show emails for option.
- Contacts: Files only emails to and from contacts with a valid email address in Clio.
- Contacts and firm users: Files emails from other firm users, and from contacts with a valid email address in Clio.
- Everyone: Files all emails sent or received through the connected inbox.
Manage filed emails
Every filed email or thread shows its assigned matter, labeled Auto-filed with the matter's name and number (for example, Casales. 00058). Attachments save to a dedicated Email Attachments folder in the matter's documents, and filed emails receive a Filed to Clio label in Outlook or Gmail.
Edit thread names
- Go to Inbox > Emails. You can also open the Communications tab in a matter or contact.
- Click an email to open it, or click the ellipsis menu to edit it without opening it.
- In the top right corner, click the three-dot menu, then click Edit thread.
-
Under Thread name, enter the subject line to use in Clio.
Note: A new thread name applies in Clio only. Printed emails and your original email inbox keep the original subject line.
- Optional: Under Matter, choose a different matter to change where the email files, or select No matter.
- Click Save email thread.
Add time to filed emails
You can add time to emails in Clio Manage.
- Click into the email.
- Click Add time next to the matter name. You can also add time to an individual message. See Time Entries to learn more about activity codes, billing, and recording time entries.
Remove filed emails
You can remove an email from Clio entirely, without filing it to any matter, at any point after filing.
Note: Removing an email removes it from Clio only. The original message stays in Gmail or Outlook / Exchange.
- In Clio, go to Inbox > Emails.
- To open the dropdown, click File to matter on an unfiled email, or click the assigned matter on a filed one.
- Select Do not file and remove.
Up next
Send and Reply to Emails: Compose new emails and reply to filed threads from Clio Manage and Clio Grow.