Email Intake address simplification
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We refer to our matters using the Attorney Ref. It would be very useful to have our email intake addresses be associated with that attorney ref rather than (or in addition to) the Appcoll Matter ID. Something simple would be best as well. Something like "FOO3229US01@intake.appcoll.com" where FOO3229US01 is the Attorney Ref.
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Hi Melissa,
We added the ability to use the AttorneyRef as part of the email address for sending correspondence into a matter.
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@gregg_appcoll we have seen our attorney reference number appear in the email address for at least a year. When you say, "this request has been added," what is different about the function?
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@SadiqA2304 It's probably best to use the MatterID as it will always be reliable. It's always in the cc: field, so you don't have to type it in.
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Unfortunately this system is not perfect. When in doubt use the matter ID , as this is checked first.
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You can now use the attorneyRef as the email address.
See below:
"This request has been added.
You can now send to this format:
[account intake id][matter attorney ref]@intake.appcoll.com
This will only work for attorney refs that contain letters, numbers, underscores, hyphens, and periods.The sender's email address must still exist in the account for security reasons."
Thank you
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I might be completely missing the mark on this thread so apologies in advance.
When in the matter itself, the intake email address is present on the left side of the screen. If you mouse over and do a simple drag over the link to copy, it copies as it appears. However, if you right click on the intake email address link, and select Copy Email Address, the Attorney Ref number appears in the email address. At least that's what we see on our side when sending a message. We have used this method for quite some time and it seems to work well for us.
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@GeorgeJ4336 For what it's worth, I have only ever used Appcoll email intake as a CC, and I would imagine this is the intended use
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In the interest of security, I edited my previous post in this thread to abstract out part of my intake e-mail address.
I was able to send to the matter I initially mentioned using a "to" address of "xxxxxxTest-0001@intake.appcoll.com"
@scott_appcoll Thanks for the clarification.
I am, however, a bit reluctant to let my clients use any .intake.appcoll.com address as their "to" address (without a CC to me), because if they mistype the address: (1) their message will not be delivered to my matter's intake mailbox, (2) I won't be informed of an attempt to communicate with me, and (3) the client won't receive an "undeliverable message" error. Given the possible consequences of a client's message getting lost this way (imagine not receiving an instruction to pay an issue fee and letting an allowed application going abandoned!), at most I will let clients use an .intake.appcoll.com e-mail address in a CC field.
Nevertheless, I appreciate AppColl implementing this alternative addressing scheme. I am sure some practitioners will find it useful.
-George
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@scott_appcoll Is there any concern with ambiguity here? If I have a first matter with MATTER ID 1234 and I have a second matter with MATTER ID 4321 and ATTORNEYREF m1234, wouldn't they both get resolved by [AccountIntakeID]m1234@intake.appcoll.com?
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@scott_appcoll Nice, I think this works. Can we get an option to choose the new format in appcoll-generated notification emails as well?
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@GeorgeJ4336 @SadiqA2304 For example, if there is a matter that has an id of 123 and an AttorneyRef of C-P0001. The first format would look like [AccountIntakeID]m123@intake.appcoll.com. The second format would look like [AccountIntakeID]C-P0001@intake.appcoll.com. In the first format, "m" tells us that the following number is a matter id so it is not necessary in the second format. Security/privacy note: Don't post your account intake address in a public location since it could open your account up to spam emails. (These will be auto-blocked by the intake system anyways since we require the sending email address to be whitelisted.
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@scott_appcoll Thanks for adding this so quickly. As @GeorgeJ4336 said, can you provide an example of the new format? It may be helpful to provide (1) an email address following the old format and (2) an email address, for the same matter, following the new format
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@scott_appcoll Could you give an example of such an e-mail address? I tried "xxxxxxGTEST-0001@intake.appcoll.com" and "xxxxxxC26TEST-0001@intake.appcoll.com," but neither message made it to my matter that has an attorney ref. of TEST-0001. I did not get an "undeliverable" error from my e-mail client, and I did not receive a message from AppColl saying that an unauthorized person sent an e-mail message. What is the "[account intake id]?"
'Sorry for being dense.
-George -
Hi Brandon and Sadiq,
This request has been added.
You can now send to this format:
[account intake id][matter attorney ref]@intake.appcoll.com
This will only work for attorney refs that contain letters, numbers, underscores, hyphens, and periods.The sender's email address must still exist in the account for security reasons.
Thank you -
@BrandonK6644 and Sadiq - we're looking into this and will post more details when we've come up with something.
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@SadiqA2304 Yup! This!
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@BrandonK6644 I have made this request before as well. This is better than having Appcoll's internal matter codes (sequential matter number for your account) as a client-facing email address. The simplest way to implement it would probably be to add a mapping between what they already have, and the email address we desire. This could be done on a per-matter basis, and would need a code/differentiator between different accounts. Example implementation:
Friendly intake email address prefix for BrandonK's account: BK
Friendly intake email address prefix for SadiqA's account: SA
*Each account administrator may specify their own prefix via admin dashboard, so long as it is unique from all other account prefixes.BrandonK's matter:
Attorney Ref: FOO123
Appcoll Matter ID: BrandonK001
Appcoll default intake email address (current implementation): BrandonK001@intake.appcoll.com
Friendly intake email address (default): BKFOO123@intake.appcoll.com
Friendly intake email address (customizable via Matters module UI; prefix is not changeable): BKpatent123@intake.appcoll.comSadiqA's matter:
Attorney Ref: FOO123
Appcoll Matter ID: SadiqA001
Appcoll default intake email address: SadiqA001@intake.appcoll.com
Friendly intake email address (default): SAFOO123@intake.appcoll.com
Friendly intake email address (example customized address): SAmatter456@intake.appcoll.com
Emails to BKFOO123@intake.appcoll.com and BrandonK001@intake.appcoll.com are routed to BrandonK's "FOO123" matter
Emails to SAFOO123@intake.appcoll.com and SadiqA001@intake.appcoll.com are routed to SadiqA's "FOO123" matter
^ The client doesn't need to see the arbitrary Appcoll matter ID in the email fields; firm/account code is used to route emails to the correct account and matter, even if attorney docket number itself is ambiguous
