CounselLink Answer Center for Clients

Using CounselLink Add-in for Outlook

  • Updated

This article covers the following:

About the Add-in for Outlook

The CounselLink Add-in for Outlook helps you work more efficiently between Outlook and CounselLink by providing one-click access to your matters, intakes, and tasks. With the add-in, you can view matter or intake information, add documents, and complete key tasks without leaving Outlook.

The CounselLink Add-in for Outlook helps you:

  • Save time by signing in to CounselLink from Outlook
  • Monitor multiple items by viewing homepage links in Outlook
  • Keep matter information up to date by attaching emails and documents (including drag-and-drop where supported)

The add-in works in both the web and desktop versions of Outlook. Drag-and-drop has known limitations if you are using Windows 10 version 1903 or earlier and/or your organization uses SSO, depending on configuration.

 

Displaying the CounselLink Add-in for Outlook

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You can open the CounselLink add-in from the Outlook Home ribbon when you need to work with matters or monitor pending activities. Sign in using your standard CounselLink credentials or SSO (if enabled).

  1. Select the Home ribbon.

    • From the Desktop version of Outlook, the CounselLink add-in displays in the LexisNexis group.

      If If the add-in appears in the ribbon but you cannot select it, confirm the Reading Pane is set to Right or Bottom (not Off).

    • From the Web version of Outlook, select the Ellipsis icon to display your add-ins.

  2. Click the CounselLink icon. The CounselLink add-in panel displays.
  3. Optional: Select the pin icon to keep the CounselLink panel visible during future sessions.
  4. Sign in to CounselLink.
    • Use Your CounselLink Credentials:

      1. Enter your CounselLink Username.

      2. Click Continue.
      3. Enter your Password.

      4. Click Sign In. The CounselLink homepage displays in the panel.

        Your organization may require a two-factor authentication code. If needed, click Problem receiving your code? to resend the code to your associated email or mobile number (if configured).

    • Use Your Single Sign-on (SSO) Credentials:  

      Your organization must have a domain configured in order to sign in with SSO.

      1. Click Sign In With SSO.
      2. Enter your Email address.
      3. Click Submit. The CounselLink homepage displays.

Your sign-in is retained, so you will typically remain signed in the next time you open the add-in. For added security, sign out when finished.

Customizing the Homepage Tiles in the CounselLink Add-in for Outlook

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Homepage tiles (colored boxes) allow you to monitor saved searches and pending activities while working in Outlook. Due to space limitations, you choose which saved searches appear.

  • Four tiles display by default.
  • You can configure up to eight tiles.

  1. Hover over a tile on the add-in homepage.

  2. Click the gear icon. A list of saved searches displays.

  3. Select the saved search to display. The tile updates and shows the current record count.

Adding a Tile

  1. Click Add a New Tile (+). A new tile is added to the homepage.

  2. Hover over the new tile.

  3. Click the gear icon. A list of saved searches displays.

  4. Select the saved search to display. The tile updates and shows the current record count.

  1. Hover over one of the tiles that you previously added.

  2. Click the gear icon. A list of saved searches display.

  3. Cick Remove Selected Tile. 

    You cannot remove the original four tiles, but you can change which saved search each tile displays.

Viewing Matter and Intake Details in Add-in for Outlook

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You can view matter and matter intakes directly in the CounselLink add-in and (if needed) open them in CounselLink to complete additional actions.

  1. Click the menu icon (three lines), then select Matters.

    Use one of the following tabs:

    • My Matters - Matters or intakes you marked as favorites in CounselLink (star icon on the Matter Overview page).
    • All Matters - All matters and intakes you have permission to view.
  2. Search and filter:
    • To search, enter keywords in the Search for Matters… box (e.g., Matter Name, Tracking #, Matter #, Law Office Name, Title, or Description), then press Enter.
    • Click the Filter icon, select a filter, then click Apply to filter the matter list accordingly.

  3. Hover your mouse over a matter in the list, then click on the Ellipsis icon to display the list of actions.

    • Add Journal - Add a journal entry to track activities and communications.
    • Add File or Link - Add an external link to a document or a file in any supported file type (up to 100 MB in size) to the matter.
    • Upload this Word Document - Upload the current Word document to the matter.
    • Open in CounselLink - Open the Matter Overview page in a new browser window.
  4. Click a matter to view the Details or Documents tabs in the add-in panel.

    • Details - View the matter details in a read-only view.

    • Documents - View and manage documents for the matter.

Drag and Drop Emails to a Matter

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You can drag and drop emails and/or attachments to a matter. You may drop:

  • The email only
  • Attachments only
  • The email with all attachments
  1. In the add-in, open My Matters or All Matters, then locate the matter.

  2. In Outlook, select one or more emails. To add more than one, hold Shift and press the down arrow key to highlight multiple emails.

  3. Drag the selected emails to the matter. A confirmation message displays.

To verify they were added, click the matter to open Details, then click Documents. Locate the uploaded item in the appropriate folder or document list.

Adding Document to CounselLink Using the Outlook Add-in

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A “document” refers to any supported file type. Each file is limited to 100 MB, but there is no limit to the number of documents you can add.

Drag-and-drop is supported only when using:

  • Outlook Desktop (Microsoft 365), and
  • Windows 10 version 1903 or later
  1. In the add-in, locate the matter in the list.

  2. To add the document to the parent document folder, drag and drop the email or document from your Outlook folder to the matter in the list. A confirmation banner displays.

  3. To add the document to a document folder:
    1. Click on a selected matter in the matter list.
    2. Click the Documents tab.

    3. Drag the email or attached document and drop them to the appropriate folder. A confirmation banner displays.

If no confirmation banner appears, the file was not added successfully. Confirm you meet the desktop/Windows requirements above, or use the manual method below.

  1. Navigate to the matter in the CounselLink add-in.
  2. Hover over the matter name.

  3. Click the Ellipsis icon.

  4. Click Add File or Link. The Add Documents panel displays.

  5. Choose a file to link to the matter.
    • If the file is stored on a web server, enter an External Link containing the full URL.
    • If the file is on your local device, click the Select files... button and browse to select the file.
  6. Complete the Document Details section.
    1. Add a Document Name.
    2. Confirm Related To displays the correct matter. If no, click Cancel to return to the matter list to select the proper matter.
    3. Optional: Select a Folder.
    4. Change document preferences for Category, Owner, Shared, and Access Level as needed.
    5. Optional: Add a Revision number or description.
    6. Optional: Select a Status.
    7. Optional: Add a Description.

    8. Optional: Enter Keywords to describe the document.

      Keywords are used as meta tags to help document searching.

    9. Click Upload Documents. A confirmation banner displays.

Creating a Matter in the CounselLink Add-in

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You must have the Matter Setup role in order to create a matter from the add-in

  1. Click Matters from the three-lined menu drop-down on the add-in.

  2. Click the plus icon above the matter list.

The Create Matter page displays.

Editing Matter or Intake Documents in the Add-in

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You can update Document Details (for example, sharing settings and access level) directly from the add-in.

  1. Navigate to the matter in the CounselLink add-in.
  2. Click on the matter or intake from the list.
  3. Click Documents.

  4. Hover over the document to be edited.

  5. Click the ellipsis icon to display available options.

  6. Click Edit Document Details.

  7. Update fields as necessary.

    CounselLink determines if you have permission to edit the document's details. You cannot change the Owner or the matter to which the document is Related To. These changes can be made from the web version of CounselLink if you are the current Document Owner or a Document Administrator.

  8. Click Save Changes.

Document Check Out/Check In Using the Outlook Add-in

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Checking out a document locks it so other users cannot edit or delete it while it is checked out. Check in the document to release the lock when you are finished.

  1. Navigate to the Documents tab of the Matter in the CounselLink add-in.

  2. Under the selected folder, hover over the document to be checked out.

  3. Click on the ellipsis icon to display available options.

  4. Click Check Out Document. A confirmation message appears.

Checking out a Document

  1. Navigate to the Documents tab of the Matter in the CounselLink add-in.
  2. Locate the document from the list or in a folder.

  3. Hover over the document to be checked in.

  4. Click the ellipsis.

  5. Click Check In Document.

    Optional - Before checking in:

    • Click Select File to upload a new version.
    • Enter comments in the Comment field.
    • Select a Status from the drop-down list.
    • Clear the checkbox to release the lock (if applicable). This option is typically enabled by default to release the lock on check-in.

  6. Click Save. The message confirmation window displays.

Downloading Documents Using the Add-in

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You can download any matter documents you have permission to view. A copy is saved to your device’s default download location; the original remains in CounselLink.

Download the Current Version

  1. Navigate to the Matter from the add-in: 
    • From the Menu icon, click Matters. The My Matters panel displays.
    • From the All Matters tab. The All Matters list includes all matters that you have permission to view. Look to see if the matter is easily visible on this list.
    • From the Search for Matters... box. Type keywords and press Enter.

  2. Click Documents.

  3. Hover over the document.
  4. Click Ellipsis.
  5. Click Download Document. A copy of the document is downloaded to your computer.

Download a Prior Version of a Document

  1. Navigate to the Matter from the add-in: 
    • From the Menu icon, click Matters. The My Matters panel displays.
    • From the All Matters tab. The All Matters list includes all matters that you have permission to view. Look to see if the matter is easily visible on this list.
    • From the Search for Matters... box. Type keywords and press Enter.

  2. Click Documents.

  3. Click the document name.

  4. Select the Versions tab.

  5. Click the version you want to download.

Configuring Matter Document Preferences in the Add-in

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You can set default document settings for uploads made through the Outlook add-in. Changes made in the add-in and in the CounselLink web application remain in sync.

  1. From the Outlook Add-in home, click the menu icon.

  2. Click Settings. The Settings pane displays.

  3. Review and update defaults as needed:
    • Category – Default document category
    • Owner - Document owner (retains full document control)
    • Shared - Whether outside counsel can view the document (default is No)
    • Access - Who can view the document externally:
      • Private - Only the document owner and Document Administrators

      • Public - All corporate matter participants; if Shared = Yes, both corporate and law firm matter participants

        Setting Public by default can unintentionally expose documents to all law firms on the same matter.

Adding Journal Entries to Matters from the CounselLink Outlook Add-in

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You can add journal entries to track communications or add file notes. You can attach supported files (up to 100 MB each), including audio/video clips, images, and documents. Journal entries saved through the add-in are visible to corporate users with access to the matter. You can choose whether to share entries with law firms.

  1. Hover over the matter in the Matter list.

  2. Click the Ellipsis.

  3. Click Add Journal. The Add Journal Entry panel displays.

  4. Enter a Subject.
  5. Complete optional fields:
    • Date (adjust as needed)
    • Description
    • Category
    • Share with Law Firms (checkbox)
    • Click the Select files... to browse and upload files, or drag and drop files into the Attachments area (Desktop Outlook only; Windows 10 version 1903 or later).

  6. Click Save.

    The journal entry is available in CounselLink to users with permission to view the matter.