Last Updated on October 8, 2024 Sarah Gayda
Legal Professionals Use Colligo to Move Emails & Attachments Directly from Outlook to SharePoint While Ensuring Compliance
For corporate lawyers and legal professionals in law firms, the demands of daily work can be overwhelming. One of the biggest challenges is managing the flow of emails and attachments.
Many lawyers rely on their inboxes as a storage location for important communications and documents. While this may seem convenient, it’s actually a slow, cumbersome process that introduces risks for the organization.
Worse, legal professionals often find themselves spending weekends sorting and filing emails, detracting from time they could spend on more productive tasks. There’s a better way to manage email and ensure compliance with your organization’s policies: Colligo.
The Problem with Using Your Inbox as a Repository
Using your inbox as a filing system is inefficient. Not only does it slow down your ability to find critical information, but it can also lead to disorganization and risk.
Legal professionals typically find it difficult to retrieve old emails and attachments because inboxes lack effective metadata tagging. Without metadata, searching for specific emails or files can consume up to 20 hours per week. This is a massive drain on time that could otherwise be spent serving clients or working on complex cases.
Furthermore, there’s no easy way to transfer emails and attachments from Outlook into a proper document management system like SharePoint Online, where they belong for better security, compliance and collaboration. This issue leaves lawyers’ emails stranded in Outlook. Or, lawyers file emails manually, often after hours, in an attempt to keep their inboxes manageable.
Read more about legal document management.
The Solution: Streamlined Legal Email Management with Colligo
Colligo offers efficient, automated email management software for law firms and legal departments. Our solution simplifies email management for legal professionals by making it easier to move emails and attachments directly from Outlook into SharePoint.
No more slow, manual filing processes — Colligo Email Manager saves time by reducing the effort needed to organize emails and attachments. On average, legal professionals save over a minute per email filed manually, and even more if they take advantage of Colligo’s powerful auto-filing feature.
Colligo’s intelligent system remembers where emails should be filed, offers recommendations, and makes the filing process smarter and faster. Legal professionals can set up automatic rules for filing emails into SharePoint, ensuring that emails are always tagged with appropriate metadata, making future searches far easier and more efficient.
One of the key advantages of Colligo is its ability to move large quantities of emails at once. Simply drag emails into a designated Outlook folder, and Colligo automatically files emails into the correct SharePoint location, with all the necessary metadata, on a daily, weekly or monthly basis. This process not only saves time but also ensures compliance, eliminating the need to sift through emails during precious weekends.
For more, view 5 Reasons to Use M365 as your Legal Document Management System.
Features that Save Time and Make Legal Work Easier
Send and File
When composing and sending an email, Colligo allows you to save the email to SharePoint right from within Outlook. This eliminates the need for a separate filing process after the email is sent. Not only can you attach files from SharePoint with ease, but you also ensure that the email is saved in the appropriate SharePoint folder in real time.
Legal professionals using this feature free up substantial administrative time, allowing them to focus more on actual legal work.
Auto-file Emails
For legal professionals with heavy email loads, Colligo’s auto-filing feature is a game-changer. It allows users to set up rules so that emails in specific folders are automatically filed into SharePoint each day. It allows users to automatically file emails to SharePoint on a daily, weekly or monthly basis.
This reduces the average time to file an email from 2–3 minutes to virtually zero. The result is massive time savings and a more organized, compliant filing system that runs without manual intervention.
For more on automatic email filing with Colligo, view our webinar: How to Make Email Records Management Easy with ‘Auto-File.’
Integrating Colligo with Broader Workflows
While getting emails and attachments into SharePoint is a crucial aspect of legal work, it’s just the beginning. Colligo integrates seamlessly with other workflows in legal departments.
For instance, metadata tags can be used to indicate document status, such as “draft” or “needs approval,” helping lawyers streamline document review processes. Some legal teams even use Colligo’s integration with SharePoint to kick off complex workflows, where saving an email to a particular location triggers a multi-step process such as contract review or case preparation.
Start Saving Time on Legal Email Management Now
Colligo’s intuitive email management solution offers corporate lawyers and legal professionals a way to save time, improve compliance, and reduce administrative burden. By streamlining the process of filing emails and attachments, integrating with broader workflows, and ensuring easier retrievability, Colligo transforms legal department and law firm email management. Free up your weekends and focus on the legal work that truly matters.
Ready to see how Colligo can revolutionize your legal email management process? Book a demo today!
