Mailman, supplied by Techedia, now files True Solicitors’ incoming emails straight to the right case in Proclaim, with no manual intervention. Here’s how it works, and what it has meant for the team.
About True Solicitors
True Solicitors is a busy legal practice that receives a significant volume of correspondence by email every day. Every one of those emails needs to be recorded against the right matter in their Proclaim Case Management System.
The challenge
Before Mailman, incoming emails had to be reviewed by hand and filed against the correct matter in Proclaim. Staff dragged and dropped each email into the relevant case task, one at a time.
The process was time-consuming, and it took up a large part of the working day for two members of staff. That was a lot of skilled time spent on administration.
The solution
True Solicitors implemented Mailman, supplied by Techedia.
Mailman connects directly to a dedicated Microsoft 365 mailbox and continuously monitors incoming emails. Using predefined rules, it analyses email subject lines and identifies case references based on True Solicitors’ existing file numbering format.
Once a valid reference is detected, the email and its attachments are automatically imported and linked to the correct case in Proclaim, with no manual intervention.
Getting started
Deployment was straightforward and needed minimal configuration. After connecting Mailman to the Microsoft 365 mailbox and defining their case reference rules, the system began processing emails automatically, with very little ongoing administration.
The results
True Solicitors has seen:
- Significant time savings through automated email filing
- Reduced manual intervention, with emails filed directly to the correct case
- Improved accuracy and consistency of case records
- Freed up staff resources, allowing two team members who previously managed this task full-time to focus on higher-value activities
- Reliable performance, with little to no ongoing maintenance
- Excellent value for money, with Mailman proving considerably more cost-effective than the other products evaluated during selection
Could Mailman work for your firm?
If your team is still spending hours each week filing emails to the right case by hand, Mailman could give that time back. Get in touch to arrange a demo and see how it would work with your file numbering format.