What is Mail Log?

The Mail Log is an essential tool within Clarra that archives all significant documents sent or received by your firm. It provides comprehensive details and quick links to the digital copies of the documents, enabling easy in-app previews or downloads.

Daily Mail Log Distribution: Every day, the Mail Log is electronically distributed to team members who are assigned to a matter and have mail distribution enabled. The email includes descriptions and links to the mail items, allowing recipients to view the attached documents directly within Clarra.

Tagging for Easy Search: Mail items and their associated documents are tagged to facilitate straightforward searching. Users can quickly find mail items using these tags, which may vary between the mail item and its attached documents or may be identical.

Adding a Mail Item in Clarra

1. From Any Page:
   • Click the "+" icon at the top-right corner and select "+ New Mail Item."
   • If documents need to be attached, first select the associated matter.
2. From the Matters Page:
   • Use the envelope icon in the mail log quick link on the Matters Overview page to access a matter's mail log directly.
3. Creating a Mail Item:
   • Matter: Begin by selecting the matter to which the mail item will be linked. (Note: Only open matters are available, archived matters cannot be modified.)
   • Date: Enter the date the mail was sent or received. (Mail items with today's date are included in the daily distribution.)
   • Status: Select "Received" or "Sent" to indicate the mail's direction.
   • Description: Summarize the mail's content, including status and any documents involved.
   • Type of Mail: Choose from options such as E-file, Email, Fax, etc. Super Admins can customize these options in Account Administration.
   • Tags: Enhance the mail item's metadata by attaching relevant tags, aiding in detailed searches and reports.
   • Attached Files: Add documents by either using the drag-and-drop area or clicking "Attach File." Each file can be individually tagged for detailed categorization.
   • Note: (Optional) Add any relevant information about the mail item or its documents.
   • Docketing:
     • Send to Docketing: Check to notify the designated team member to begin docketing.
     • Docketing Complete: Check once the docketing process is finished.
4. Final Steps:
   • Click 'Save' to finalize or 'Save and Create Event' to continue setting up related tasks, using the mail item details to aid in workflow management.