Lexicata gives users the ability to send emails to any of the contacts in their account. Users can also create email templates to automate the drafting of repetitive emails.
There are two methods for sending emails via Lexicata:
- Via the Lexicata servers
- Via your Email account’s servers (Requires email to be synced)
Syncing your email with Lexicata allows emails to be sent directly from your email account. Via this method, all sent emails through Lexicata will show up in your email account’s sent folder just like any other normal email. For a more in-depth guide on the email sync feature please see our guide here.
There are different types of emails that can be sent via Lexicata. Below is a description of all the types of emails that you can expect to encounter on your account.
Emails can be sent to a contact directly from their contact page. Unlike several other features, such as appointments, a matter does not exist in order to send an email. Only the Email templates in the “Other Email Template” section will display in the template drop down for this type of email.
Emails can also be sent to a contact via their matter page. If there are multiple contacts on a matter, you can choose which contact to send the Email to. Only the Email templates in the “Other Email Template” section will display in the template drop down for this type of email.
When preparing a form to be sent via email to a contact there will be a step in the process to customize the Email. The Email will automatically include the link to the form. Only the “Send Form” Email templates in the “Form Email Template” section will display in the template dropdown for this type of email.
When preparing a document to be sent via email to a contact there will be a step in the process to customize the Email. The Email will automatically include the link to the document. Only the “Send Document” Email templates in the “Document Email Template” section will display in the template drop down for this type of email.
When creating an appointment there will be an option to include a confirmation email that will be sent to the contact. This Email will automatically include the date and time of the appointment. Only the “Appointment Confirmation” Email templates in the “Document Email Template” section will display in the template drop down for this type of email.
There are 5 Emails that are automatically sent provided that they are set up correctly. These are outlined below:
- Form Reminder Email: Will remind the contact to fill out a firm, if it has not already been completed. This feature requires that a due date and reminder time are set up for the form.
- Form Submission Email: Will send a copy of the submitted form to the contact who filled out the form as well as all users who are assigned to the matter.
- Document Reminder Email: Will remind the contact to sign a document, if it has not already been signed. This feature requires that a due date and reminder time are set up for the document.
- Document Submission Email: Will send a copy of the submitted document to the contacts who signed it as well as all users who are assigned to the matter.
- Appointment Reminder Email: Will send a reminder email to the contact for whom the appointment is scheduled. This feature requires that a reminder time is set up for the appointment.
Types of Email Templates
There are 4 different sections of email templates, each one corresponding to the type of event it will get sent out with.
Form Email Templates
There are 3 types of email templates related to forms
- Send Form: These are the email templates that can be used when a form is sent. Users can create new “send form” email templates and apply them as the default for certain forms
- Form Reminder: This is the email template can be sent as a reminder if a due date is set up for a form. There is only one form reminder template and new ones cannot be created.
- Form Confirmation: This is the template that is sent to the contact and the assigned users when a form is submitted providing a copy of the form. Like the reminder email, only one form confirmation template exists and new ones cannot be created.
Document Email Templates
There are 3 types of email templates related to documents
- Send Document: These are the email templates that are sent when a document is sent to a contact for e-signature. Users can create new “send document” email templates and apply them as the default for specific documents.
- Document Reminder: This is the email template that is sent to remind a contact to sign a document if they have not already done so and only if a reminder time is set up for the document. There is only one document reminder template and new ones cannot be created.
- Document Confirmation: This is the email template that is used when a document is signed and submitted a confirmation. A copy of the document is sent in this email to the contact and assigned users. Like the reminder email, only one document confirmation template exists and new ones cannot be created.
Appointment Email Templates
There are 2 types of email templates related to appointments
- Appointment Confirmation: These are the email templates that can be used to confirm an appointment. Users can create new “appointment confirmation” email templates.
- Appointment Reminder: This is the email template that is sent to remind the contact about their appointment date/time. It is only sent if a reminder time is set up. There is only one appointment reminder template and new ones cannot be created.
Other Email Templates
There is only 1 type of other email templates. Other Email templates can be used when sending emails that are not related to forms, documents or appointments. For example, when creating an email campaign, the templates will need to be built in the “Other Email Templates” section. Similarly, if you are sending an email to a contact via the “Email” tab on either the contact or matter page, only the templates in this section will display in the template drop down.
Components of Email Templates
Each email templates will include 8-9 elements, depending on what type it is.
- Title: The name of the email template. This is internal facing and will not be visible to the contact.
- Default Form: This is the field where you can assign the template as a default for a specific Form or Document. This is only available for “Send Form” and “Send Document” Email templates.
- Subject Line: This is subject line that the contact will see when receiving the email
- Greeting: The greeting you use is customizable. The contact name option will automatically be included in the greeting.
- Contact Name Option: Gives you the option to include the first name or the salutation + last name of the contact in the greeting.
- Body: This is where the body of the email template will be input. All form and document email templates will automatically include the link to the form or document when they are prepared. You cannot edit the wording or look of the link in the template.
- Sign Off: This is a customizable sign off. The User Name Options will be automatically inserted into the sign off.
- User Name Options: Gives the user a number of options for how they want to display their name in the sign off.
- Attachments: Attachments can be added to the email template if desired.
Users can create Email Campaigns out of their “Other Email Templates” for a multitude of purposes. The most common use is for marketing purposes.
Email campaigns gives you the ability to add a series of automated, pre-scheduled emails to a matter. The emails get sent out on their predetermined schedule from the time the email campaign gets added to the matter. For example, you could have an email going out 5 minutes after creation, another email 1 week after creation, and the last one 3 months after creation. Once the campaign is added to the matter, no other action is needed in order for the emails to be delivered on their scheduled date.
There is no limit to the number of emails that you can add to your email campaign. However, if the contact wants to opt out of receiving these emails, they will need to be removed individually. Warning: be knowledgeable of your local, state and federal regulations with respect to sending these types of emails campaigns.
Viewing Sent & Received Emails
Users can view all of their sent and scheduled emails for both Matters and Contacts on the Timeline feature. Scheduled emails will be displayed on the timeline feature under the heading “Upcoming”. Similarly, all sent emails will display on the timeline under the heading “Past”.
The email event on the Timeline will display who sent the email, who received the email, the time the email was sent, the subject line, as well as the body of the email. This makes tracking all correspondence with the contact very simple via Lexicata.
Scheduling Emails in Advance
Emails can be scheduled to go out at a later time and date if you do not want to send them immediately. To schedule an email from a matter chose "Send Email" from the “add a single item” drop down under the Workflow tab.
From here you will be able to draft a custom email or select an email template. Once the email is ready to go out there is a field to select “send date”. You can either choose the current moment in time or a later time and date. If the email is scheduled to go out at a later time, the email will appear on the matter’s timeline under the “upcoming” header.
Canceling Scheduled Emails
Scheduled emails can be removed after they have been added to a matter workflow. If you no longer want to send the email then you can edit the email via the “options” button and cancel the scheduled email. If you would like to change the send time/date, then the email will need to be canceled and then rescheduled via the “add a single item” drop-down.
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