You can send emails from Microsoft® Outlook 2007 and 2010 to a CaseMap v10+ case. In Outlook, the Send Email to CaseMap features display on a CaseMap menu, as a toolbar button, and as a CaseMap ribbon in Outlook 2007, and on a CaseMap ribbon in Outlook 2010. The Outlook plug-in is optional during CaseMap installation.
During the import process, emails are saved as MSG files to a folder you select. CaseMap provides a default list of fields mapped between Outlook and CaseMap spreadsheets. You can edit the default field mappings as needed. See To map email fields below. Once you map the fields, CaseMap will remember your settings for the next time you or another case user sends emails to the case.
You can also preview the email before importing to review field data contents, including an attachment count and the name of attachments.
Once emails are imported into CaseMap, you can begin searching the new data as soon as the indexing process completes. When you click the paperclip icon for the new record, the email displays in CaseMap's DocManager.
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You can only send emails to CaseMap v10+ cases. If you have a CaseMap v9.0 (or earlier) case open, CaseMap will send a message stating that the previous version case is not supported.
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The Send Emails to CaseMap tool is part of the DocManager add-in program. If you have not purchased DocManager, you cannot use this feature. Contact your CaseMap Sales Representative at 866-316-8525 or visit www.lexisnexis.com to learn more information about this product.
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| 1. | Open the CaseMap case that you want to import data into from Outlook. |
You must have the CaseMap case open in order to send an email to it.
| 2. | In Outlook, locate the email that contains information that you want to send to the case, then select one of the options below. |
| • | Select the email in your Inbox and click the Send Email to CaseMap button on the toolbar |
You can also right-click on the email and click Send Email to CaseMap.
| • | Open the email and click the Send Email to CaseMap button on the CaseMap ribbon. |
The Send Email to CaseMap dialog box opens.
| 3. | In the File name field, type or edit the email subject title. |
| 4. | Click the Browse button to save the email file to a network folder. |
| 5. | In the Save Email as dialog box, locate the folder where you want to save the email, then click Save. |
Emails are saved as .msg files.
| 6. | In the Spreadsheet drop-down list, click on the spreadsheet for which you want to create the new record. |
| 7. | Click OK to initiate the import process. |
The email now displays in the selected object spreadsheet with a link to the email in Outlook.
| 8. | In CaseMap, review the spreadsheet to see the new record created for the email. |
| 9. | Click the paperclip icon for this record to open the email in the CaseMap DocManager. |
For more information, see About DocManager.
| 10. | In Outlook, continue sending emails to CaseMap. |
| 11. | When you are finished, click the Cancel button in the Send Email to CaseMap dialog box. |
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| 1. | In Outlook , click the Send Email to CaseMap button to open the Send Email to CaseMap dialog box. |
| 2. | Click the Field Mappings button to display the Field Mappings dialog box. |
CaseMap provides a list of existing fields that are already mapped for you in the Existing field mappings box. You can modify the default list by clicking on the Remove button and re-mapping fields.
| 3. | In the Unmapped Source fields box, select the Outlook email field that needs to be mapped to a CaseMap field. |
| 4. | In the Unmapped CaseMap fields box, select the field you want to map to unmapped field. |
The mapped fields now display in the Existing field mappings box.
| 6. | Click the Remove button to undo any existing field mappings. |
The fields will display in their respective boxes and will remain unmapped until you map them again.
Advanced field mapping settings allow you to add a source data field to field mappings list, and apply formatting to mapped fields (static text and hard returns). Once you send an email to CaseMap, the field mappings are share with other case users.
| 1. | Click the Advanced button and then click Advanced Mappings. |
| 2. | In the Document Spreadsheet fields area, click your field mapping preference: All fields, Mapped fields, or Unmapped fields. |
This area defaults to displaying all mapped fields.
| 3. | Select the field mapping structure you want to modify. |
| 4. | In the Selected CaseMap Field area, click the Add, Modify, or Remove buttons to review source field mapping types, apply formatting to fields, and to add/modify/delete a source data field. |
| 5. | In the Display Options area, select check boxes to omit prior or next fields if the field value is blank. |
| 6. | Select the Link Object short names check box to automatically link short names for the selected field. |
This option only works in Description fields.
| 7. | Select the Always update field to enable this option for the selected field. |
| 8. | Click OK to save your changes. |
| 9. | In the Field Mappings dialog box, click OK when you are finished. |
| 10. | In the Send Email to CaseMap dialog box, click Cancel to exit the tool. |
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To reset field mappings to the default structure, click the Advanced button and click Reset to Default Mappings.
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| 1. | In Outlook, click the Send Email to CaseMap button. |
| 2. | In the Send Email to CaseMap dialog box, click the Field Mappings button. |
| 3. | In the Field Mappings dialog box, click the Preview button. |
| 4. | In the Bulk Send to CaseMap Data Preview dialog box, review a list of selected emails you are including in the import and review the number of email attachments. |
| 5. | Click Close when you are finished. |
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| 1. | In Outlook, click the Send Email to CaseMap button. |
| 2. | In the Send Email to CaseMap dialog box, click the Field Mappings button. |
| 3. | In the Field Mappings dialog box, click the Advanced button and then click Load Mappings from File. |
| 4. | In the Open dialog box, navigate to the folder and select the field mapping file you want to load into the case. |
Field mapping files have a .cmbulkmap extension.
The field mapping structure now displays in the Field Mappings dialog box for you to use or modify as needed.
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| 1. | In Outlook, click the Send Email to CaseMap button. |
| 1. | In the Send Email to CaseMap dialog box, click the Field Mappings button. |
| 2. | In the Field Mappings dialog box, click the Advanced button and then click Save Mappings to File. |
| 3. | In the Save As dialog box, navigate to the folder where you want to save the field mapping file. |
Field mappings are saved as a .cmbulkmap file.
| 4. | In the File name field, type a name for the field mappings. |
| 6. | In the Field Mappings dialog box, click Close. |
| 7. | In the Send Email to CaseMap dialog box, click OK to exit the utility. |
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