Email Logs

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In Clio Manage, you can store records of email correspondence and add billable or non-billable time for generated bills. In Communications, you will find email correspondence for shared bills, manually recorded email logs, emails logged using a unique maildrop address, and emails filed using Clio’s Outlook Add-in or Clio’s Gmail Add-on.

Note: All firm users can access email logs. If you need to restrict an email log from other firm users, you can set matter permissions, which will carry over to matter communications.

Add email log

You can add a new email log from the main Communications tab, from the matter or contact Communications subtab, or from the global Create new button. If a matter is not selected when adding a new email log, the email log will be stored in the contact’s record.

Tip: If you are using Outlook or Gmail for emailing clients, you can file emails quickly and efficiently using Clio’s Outlook Add-in or Clio’s Gmail Add-on.

  1. Click Create new and select Email log. You can also go to Communications, click New, and select Email log.
  2. Complete the email log fields. You can link the email log to a matter, a contact, or another user. Use the From and To fields to record who called whom.
  3. You can also add a time entry now or at a later time and set which users receive notifications if the email log is updated.
  4. Click Save email log.

 

Maildrop

You can forward emails directly to a matter using a matter’s Maildrop address or forward emails to the main Communications tab without selecting a matter. You can also create a contact in your email program using the matter’s Maildrop Vcard. The email file will be saved as an EML file because this format is a universal way to store unalterable email data.

Note: You can only send Maildrop emails from the email address that you use to log in to Clio. Emails from other email addresses will be blocked unless you add these email addresses as email aliases in your Clio user account.

Tip: If you are using Outlook or Gmail for emailing clients, you can file emails more quickly and efficiently using Clio’s Outlook Add-in or Clio’s Gmail Add-on.

Forward email

With matter Without matter

Follow these steps to forward an email to a matter using Maildrop.

  1. Go to the matter’s Communications subtab.
  2. Click New and select Copy matter Maildrop address.
  3. Go to your email program and open the email you want to forward.
  4. Paste the Maildrop email address into the To, Bcc, or Cc fields.
  5. Send the email.

Add Maildrop address as email contact

Follow these steps to add Maildrop email addresses as email contacts in your email program of choice.

  1. Go to the matter’s Communications subtab.
  2. Click New and select Learn more about Maildrop.
  3. Select Download Vcard.
  4. Follow your specific email program directions to import the Vcard into your email client as a contact.
  5. When you forward emails to this Vcard contact, they will be stored in the matter’s Communications subtab in Clio Manage.

Add email alias

If you need to send Maildrop emails from an email address different from the one you use to log in to Clio, you will need to first add that email address as an email alias in your Clio user account. Then, you can use that email address to send Maildrop emails.

  1. Go to Settings > Profile > Maildrop Email Aliases.
  2. Click Add.
  3. Select the user and the email.
  4. Click Save.

Note: Only administrators can change Maildrop aliases for other users.

 

Add time

You can add time to an email log when creating it or when viewing it after it has been created.

  1. Go to the main Communications tab or the Communications subtab in the matter or contact.
  2. Select the Logs subtab.
  3. Find the email under the All or Email categories.
  4. Under the Recorded time column, click Add time.
  5. Complete the time entry and click Save entry.

 

Edit email log

Follow these steps to edit an email log:

  1. Go to the main Communications tab or the Communications subtab in the matter or contact.
  2. Select the Logs subtab.
  3. Find the email under the All or Email categories.
  4. Click Edit.
  5. Make your changes and click Save email log.

 

Delete email log

Communications can only be deleted individually. Deleting in bulk is not a supported action.

Important: This is a permanent and irreversible action.

  1. Go to the main Communications tab or the Communications subtab in the matter or contact.
  2. Select the Logs subtab.
  3. Find the email under the All or Email categories.
  4. Click the down arrow next to Edit and select Delete.
  5. When the warning prompt appears, select Delete email log.

 

Filter email logs

When filtering email logs, you can filter by matter, contact, whether email logs have time entries or not, the firm user who created the email log, or by bill ID if the email log is on a generated bill.

  1. Go to the main Communications tab or the Communications subtab in the matter or contact.
  2. Click Filters.
  3. Select the appropriate parameters and click Apply filters.

 

Export email logs

When exporting email logs, you can choose to narrow your results by selecting specific filters (see above on filtering) and you can choose to export all columns or only those columns that are visible in the table. The exported document will be a CSV file.

  1. Go to the main Communications tab or the Communications subtab in the matter or contact.
  2. Optional: Click Filters, select the appropriate parameters, and click Apply filers.
  3. Scroll down to the bottom of the table and click Export.
  4. Select whether you want the export to show all columns or only columns you currently see.
  5. Click Export.

 

Print email log

If you need a physical copy of an email log or do not need to do an export of multiple email logs, you can print individual email logs.

  1. Go to the main Communications tab or the Communications subtab in the matter or contact.
  2. Select the Logs subtab.
  3. Find the email under the All or Email categories.
  4. Click the down arrow next to Edit and select Print.

 

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