CounselLink Answer Center for Clients

Email Manager Administration

  • Updated

CounselLink automatically sends email notifications when specific system events occur. These email templates can be customized to align with your organization’s communication standards. You may also revert to the default system-generated template if needed.

You need the Corporate Administrator and Email Manager Admin role to edit email templates.

This article covers the following:

Searching for an Email Template

You can locate and review templates from the Email Manager page.

  1. Click the Email Manager link from the QuickLinks section of the Corporate Profile page or the Administration panel on the homepage.

    The Email Manager/Administration page displays.

  2. Find your template:

    • Search by entering a term into the Filter Emails search field. The list will update automatically.

    • Filter by selecting a grouping from the Filter By drop down list. Select None to remove it.

Editing Email Settings

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The Email Settings page controls which notifications are sent and to whom.

The decisions for these settings were made during your organization's configuration. Be careful not to alter them without careful consideration.

  1. Click Email Settings on the Email Manager/Administration page.

    The Email Settings/Administration page displays.

  2. Perform edits on the different tabs as needed.

    • Sent Internally: Controls notifications sent within your organization.

      Field Description
      Send Email to Client on Matter Acceptance

      Notification will be sent upon a law firm accepting a matter assignment.

      Click the arrow next to the On/Off setting to display more Division, Offices, and Fee Structure levels options. 
      Send Email to Client on non assignment?

      Notification will be sent upon acceptance of a non-assignment.

      Click the arrow next to the On/Off setting to display more Division, Offices, and Fee Structure levels options. 
      Submit Staffing List for Approval Email Delivery Schedule Select Do Not Send, Send Immediate, or the frequency at which a notification is sent for law firms to submit staffing approval. 
      Calendar Event Reminder Email Notification for calendar event reminders and at what frequency. Select Do Not Send to disable.
      Notify Client by Email Upon Law Firm Changes Notification to be sent if changes to a Law Firm profile.
      Send emails for Journal Entries where the categories equals Notification when a law firm creates a journal entry. Specify the category of the journal entry and the contact for whom the email should be sent.

    • Sent to Law Firms: Controls notifications sent to law firms.

      Field Description
      Send Matter Change Reminder Email after

      Notification will be sent as a reminder to a law firm to accept a Matter Change Request. You can select a range from None - 7 days after the initial notification is sent.

      Click the arrow next to the On/Off setting to display more Division, Offices, and Fee Structure levels options.
      Send a MCR email to the Law Firm?

      Notification sent to the law firm upon Matter Change Request.

      Click the arrow next to the On/Off setting to display more Division, Offices, and Fee Structure levels options. 
      Email Law Firm if client closes matter?

      Notification to inform law firms when your organization closes a matter.

      Click the arrow next to the On/Off setting to display more Division, Offices, and Fee Structure levels options. 
      Send Email To Law Firm On Invoice Approval Notification sent to the law firm once your organization has approved their invoice. You can select from Send Immediate to a daily, weekly, or monthly schedule.
      Send Email to law Firm on Invoice Rejection? Notification sent to a law firm when your organization rejects an invoice from them.
      Send Email to law Firm on Decline of Invoice Appeals Notification sent to a law firm when your organization rejects an invoice appeal from them.

    • Sent to Both: Controls notifications sent to both internal users and law firms.

      Field Description
      Send Email on Matter Document Upload SNotification sent when a document is uploaded to a Matter. You can select None, Matter Contact Only, or Matter Contact and Law Firm Contacts.
  3. Click Save.

Inserting Placeholders in an Email

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Placeholders allow dynamic CounselLink data to populate automatically in emails. Placeholders are indicated by yellow highlighting.

The available list of placeholders will vary by email template.

Inserting a Placeholder in an Email Template

  1. Click the Email Manager link from the QuickLinks section of the Corporate Profile page or the Administration panel on the homepage.
  2. Click on the Email Name.

  3. Insert placeholders:

    Add spaces before and after placeholders to ensure proper formatting.

    • From the drop down menu
      • Place the cursor in the desired location.

      • Click the Insert Placeholder dropdown.

      • Select a placeholder from the list.
    • Drag and drop

      • Select a placeholder from the panel on the right.

      • Drag and drop the item into the email body.

Editing or Reverting an Email Template

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You must have the Corporate Administrator and the Email Manager Administrator role to edit the email templates.

Editing Email Templates

  1. Click the Email Manager link from the QuickLinks section of the Corporate Profile page or the Administration panel on the homepage.
  2. Click the template name or the pencil icon.

  3. Make edits to the following areas as needed:

    Field Description
    To Read-only. Cannot be edited.
    CC Add internal email addresses for tracking.
    Subject

    Modify subject line and add placeholders if needed.

    Yellow indicates placeholders that will autofill based on data specific to the event. Add a placeholder to the Subject line by clicking the Insert placeholder dropdown and selecting from the list. 
    Body

    Edit message content and formatting.

    Be cautious not to disturb any existing buttons or hyperlinks in the template. 
  4. When finished, select one of the following:
    • Save and Publish: Replaces the active template.
    • Save as Draft: Saves progress without publishing.
    • Preview Email: Displays a preview.
    • Cancel: Discards changes.

Reverting Back to the Default Email Template

If a customized template needs to be reset:

  1. Locate the template on the Email Manager page. Identify cusotmized templates in the Type column.

  2. Click the Revert To Default icon next to the pencil icon. A confirmation window displays.
  3. Click Yes, Revert. 

Viewing Email Template History

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You can view the history of email template edits from the Email Settings page on the Email Manager/Administration page.

  1. Click Email Settings on the Email Manager/Administration page. The Email Settings/Administration page displays.

  2. Click View History. The Email Settings Edit History page displays.

The Email Settings Edit History page displays:

  • Date of change

  • Description

  • User who made the change

  • Previous value vs. new value

By default, history displays oldest to newest. Click column headers to change the sort order.