Email integration

In this guide, you will learn to integrate your email with Maatdesk.  You will be able to configure it, send/receive emails, assign matters to emails, and more. 

Most of the actions described in this guide can also be performed from the Communication tab of any Matter dashboard.

Table of contents

• Integrating your first email account
  • Google integration
    • If you are not logged in
    • If you are logged in
  • Integration with other accounts
  • How to manually configure server parameters
• Assigning matters to emails
  • Uploading attachments to matters
• Configuring your integrated email account
  • Setting up your email signature
  • Editing your email account login
  • Deleting your email account
• Writing an email
  • Adding matter clients to emails
• Structure of the Email window
  • Changing the Email window layout
  • Folder block
  • Email block
    • Structure of an email displayed in the Email block
  • Email action bar
    • Move emails
    • Assign/Unassign Matter
  • Current email block
    • Upload files to a matter
    • Download files
    • Preview files

Integrating your first email account

Before following the steps in this guide, please note that Maatdesk does not create a new email account, it only syncs an existing one.

To integrate your email account, you must first:

• Go to the Email window by clicking the Email () link on the left side panel.
• Click the Add button in the center of the window.

For integration with Google, do the following:

• Click the Google button.

When the pop-up window for Google Authentication opens:

If you are not logged into your Google account:

1. Enter your email (you do not need to type @gmail.com) and click Next.
2. Enter your password and click Next.
3. Continue with the final steps.

If you have 2-Step Verification enabled in your Google account when you log in:

1. Tap Yes on the notification that will appear on your device.
2. Continue with the final steps.

If the notification somehow does not appear, you can click Resend it, but it is recommended:

1. Click Try another way.
2. Select the third option.
3. Enter the code received from Google and click Next.
4. Continue with the final steps.

If you are logged into your Google account:

1. Click on your account.
2. Continue with the final steps.

The final steps to integrate your Google email account are as follows:

1. Click Advanced.
2. Click Go to maatdesk.com (unsafe).
3. Click the Continue button.
4. Wait for Maatdesk to finish integrating your email account.

When you’re done, you can start sending emails, or you can read the Structure of the Email window section for more information.

Integration with other accounts

• Click the Other account button.

In the Email Configuration panel, fill in the fields as follows:

• Your Name: Enter the name that will appear in the emails you send.
• Email Address: Enter the email address of the account to integrate.
• Password: Enter the password for the email account.
• Domain Name: Enter the main domain of your email provider.

After setting the values:

• Click the Configure button.

If the automatic sync fails, a manual configuration of the server parameters will be required, but first, you should check the following situations:

• Your email password may be invalid:
  • You may have mistyped your password, to correct it you can use the Show/Hide password (/) option.
  • Some email servers, as a measure of protection, require an alternate password for third-party applications. You must generate this password and paste or type it in the Password field.
• The domain name may not be valid: Your email account may differ from your provider’s domain, so you need to know what that domain is.

How to manually configure server parameters

To enter your email provider’s server parameters:

• Enter or select the requested information for the IMAP and SMTP servers in the configuration panel.
• Click the Configure button.

Even when the server information may vary from one provider to another, some applied standards are:

• IMAP server: Usually imap.yourprovider.domain (for example, imap.maatdesk.com).
• IMAP port: It can be set to Auto, but most providers set the IMAP port to 993.
• SMTP server: Usually smtp.yourprovider.domain (for example, smtp.maatdesk.com).
• SMTP port: It can be set to Auto, but most providers set the SMTP port to:
  • 587 if TLS/STARTTLS is required.
  • 465 if SSL is required.

An example is shown in the following image:

• At the top, all parameters are set to Auto.
• At the bottom, all the parameters are with the values offered by the email provider.

Almost all email providers that allow third-party integrations offer information on how to connect to the service; otherwise, you must request it from the designated person in your firm.

Assigning matters to emails

Maatdesk includes a particular feature that allows you to isolate and identify the flow of emails on a matter among all your emails, and once this is done, you can directly associate their attachments.

You can assign a matter to an email in one of the following ways:

1. To one or more emails:
   • Select the email(s) you want to assign the matter.
   • Click the Assign Matter () button at the right of the email action bar.

     

   • Select the matter.

2. When composing an email:
   • Select the matter to assign in the Assign Matter field of the New Email panel.

     

To make the assignment more practical, this field will already be filled in and cannot be changed when the email is written directly:

• To the matter contact from the Matter dashboard.
• From the Communication tab of a matter.

Once a matter is assigned:

• Emails will be identified by a badge in the Email window.

• The emails will be isolated in the Communication tab of the matter, thus avoiding deterrents.

• Email attachments can be uploaded directly in the matter, to do this:
  • Click the Upload (all) to matter () button.

    

  • Follow the steps indicated in the Document Management guide.

    

Configuring your integrated email account

In Maatdesk you can make to following configurations in your email account:

• Set, edit or delete your email signature.
• Edit your email account login (not for Google Accounts).
• Delete your email account.
• Change your email layout.

Each of these actions is explained below:

Setting up your email signature

To enter, edit or delete your email signature:

• Click the Settings () button at the bottom of the email action bar.
• Click the Email signature () button.

• Take the action you need:
  • Enter or modify your signature.
  • To remove your signature, remove the content of the field.

• Click the Save signature button.

Editing your email account login

Editing email configuration will only be possible for non-Gmail accounts.

To edit your email account login:

• Click the Settings () button at the bottom of the email action bar.
• Click the Email configuration () button.

• Edit your login as described in the Integration with other accounts section.
• Click the Configure button.

When doing this, consider the following items:

• A common scenario for editing your login could be that your password has expired, so Maatdesk will only display the Password field empty.
• Although all fields are editable, it is not recommended that you change your account settings or server information unless you deem it necessary.

Deleting your email account

To delete your email account:

• Click the Settings () button at the bottom of the email action bar.
• Click the Email configuration () button.

• Click the Delete configuration button.

• Click the Delete button to confirm the action.

Deleting an email account from Maatdesk does not delete the folders and emails on the email provider’s server, they will remain the same as before this operation.

Writing an email

To start writing a new email:

• Click the Compose () button in the folder block.

Writing an email is the same as in any other email client or application, you can, for example:

• Send an email to one or more recipients, including matter clients.
• Assign matters to email directly as you compose.
• Write the email in rich text.
• Send attachments (no more than 10 MB).

Once you finish writing your email, you can:

• Send the email.
• Save the email: If you click the Save button, the email will be added to the Drafts folder for sending later.

  In this case, you must:

  • Go to the Drafts folder.
  • Click on the email you want to send.
  • Edit the email as desired.
  • Click the Send button.
• Cancel the email: This action will discard the message.

  By clicking this button, if at least one field is filled, you can save the message as a draft or finally discard it.

Adding matter clients to emails

To save time when writing an email, Maatdesk includes the advantage of adding any matter client as a recipient, for this:

• Click the Add Contact () button on the right side of the To, Cc, or Bcc fields.
• Select the matters with the contacts that will be recipients.
  • It is not necessary to select all the matters of the same client.
  • Matters with clients who do not have a primary email address cannot be selected.
• Click the Select button.

Structure of the Email window

Maatdesk’s goal is that you continue to work from the Maatdesk platform without resorting to external email clients, so the Email window is very similar to any other. 

Below is an explanation of the main elements of the Email window and the action you can take from it:

Changing the Email window layout

You can change the layout of the Email window to suit your needs as follows:

• Click the Settings () button at the bottom of the email action bar.
• Select the layout you want to display.

• Click the Save Configurations button in the upper right corner of the window.

The structure of any layout will be, in general, the following:

1. Folder block.
2. Email block.
3. Email action bar.
4. Current email block.

Below is a brief description of each block:

Folder block

This block displays a tree of all synced folders that you can navigate from to display emails. It also includes the Compose button to write emails.

Email block

This block shows all the emails within the currently selected folder, among the actions you can perform, are:

• Manually sync the currently displayed folder.
• Select all emails contained in the currently displayed folder.
• Select one or more emails.
• Pagination to browse the list of emails.

Structure of an email displayed in the Email block

The emails displayed in the Email block will have the following composition:

• If a message has not been read yet, it will have the Maatdesk color in:
  • A sidebar at the beginning.
  • The subject and the date it was sent/received.

• On the left, there will be a checkbox to select the email.

  If only one is selected, it will be loaded into the current email block for you to read.

• In the middle, there will be:
  • The name of who sent the email or to whom it will be sent (From or To fields).
  • The subject of the email.
  • A badge with the matter name, if one was assigned, which provides direct access to the Matter dashboard.
  • If displayed, a summary of the email.

• On the right, there will be:
  • The actions or options allowed for the email.
  • The date the email was sent or received.

    

    These actions and options are:

  • Viewed (): This option allows you to know if the sent email has been seen and how many times it has been done.

    

  • Attachments (): This option allows you to know the number of attachments that an email has.
  • Delete ().
  • Not starred () / Starred ().
  • Mark as read () / Mark as unread ().

Email action bar

This bar contains the main actions that you can perform from the Email window and for any selected email:

Actions from the email window:

• Expand/collapse folder block (/).
• Search email (): this option allows you to search for any email in the current folder.
• Filter emails (): Through this button you can apply advanced filters to obtain more precise results.

• Settings (): This button contains the actions that allow you to change the window layout, email signature, and edit your account settings.

Actions for any selected email:

• Delete emails (): This button allows you to delete all selected emails.

• Mark as starred () / Mark as not starred ().
• Mark as read () / Mark as unread ().
• Move emails (): This button allows you to move all selected emails to any other folder, to do this:
  • Click the button.
  • Select the allowed folder where the emails will be moved.
  • Click the Move button.

• Assign/Unassign Matter (/): Use this option to associate the selected emails with a matter and upload their attachments:
  • Assign Matter: Click the button and select the matter to which you will assign the emails.
  • Unassign Matter: Just click the button to unassign emails.

More information on this can be found in the Assigning matters to emails section.

Current email block

This block is where you can read the selected email and perform common operations on it, plus you can view attachments and upload them to a matter or download them as needed.

Actions for attached files:

• Upload files (): These buttons will be available only when assigning a matter and allow you to upload individual or all files if necessary to the matter.

  Read the Document Management guide for more information.

• Download files (): These buttons allow you to download individual or all files (in a .zip file) to your device.
• Preview files (): The button allows you to see the content of the attached file.

In Maatdesk, we make laws easy for you. Enjoy!